iDiv hygiene and infection protection protocol

    As of 25 May 2020

    iDiv supports the guidelines published by the Robert Koch Institute (RKI), the World Health Organization (WHO) and the Hygiene Protocoll of Leipzig University (in German).
    (Translation German-English: We recommend using the free online tool DeepL.)
     
    To best adhere to the guidelines prescribed by the health authorities and by our partner institutions, the following measures are in effect at the iDiv core centre in Leipzig:

     

    All iDiv Buildings

    The 1.5m distancing rule is in effect at iDiv and must be adhered to in all areas of the iDiv buildings – including offices, meeting rooms, kitchens, toilets and labs. Please take special consideration when passing each other in narrow spaces, i.e. hallways, toilets, doorways and at the copy machine. All iDiv supervisors (PIs, junior group leaders, unit leaders) are responsible for implementing distancing measures in offices and labs in accordance to this rule. Measures to reduce the staff at offices (and labs) can include – but are not limited to – working remotely (not for labs of course), flexible office hours/shift of operations, use of other rooms as temporary working rooms.

     

    Meeting Rooms

    The number of chairs around tables has been reduced to allow for 1.5m distancing – only use the chairs that immediately surround the table. Chairs along the sides should not be used or moved nor should you add chairs from other rooms. Protective health masks must be used when 1.5m distancing is not possible, e.g. during collaborative exchanges. iDiv masks can be collected at iDiv reception.
    Meeting rooms are equipped with hand disinfectant as well as spray disinfectant. The latter should be used to disinfect surfaces prior to meetings. Disinfectant will be replenished once empty but bottles will NOT be replaced after theft! Disinfectants can be refilled at iDiv reception.

     

    Interim I

    RoomContactCapacity
    Red QueenAnna Burnett9 people
    NicheAnne-Kathrin Thomas5 people
    ExtinctionDoreen Brückner4 people
    InvasionLuise Dietel4 people
    SourceBettina Zschille3 people
    Black BoxPatricia Seidel3 people

     

    Interim II

    RoomContactCapacity
    Resilience (1st floor)Karolin Dietrich4 people
    Symbiosis (2nd floor)Maria Schnabel8 people

     

    Interim III

    RoomContactCapacity
    MetamorphosisJohanna Müller7 people
    LoungeCéline Bonnamy4 people

     

     

    Kitchens

    Only one (1) person is allowed inside the kitchen at any given time. It is no longer allowed to sit and/or eat in the iDiv kitchens. Please eat at your desk or use outside areas to have lunch.

     

    General Measures

    Offices and meeting rooms should be ventilated regularly throughout the day / during a meeting. 
    Based on information provided by the health authorities, the prophylactic disinfection of surfaces, door handles and door blades by professional cleaners does not have the desired effects and is therefore disproportionate and not a recommended prevention measure as there is no proof that COVID-19 is transmitted via surfaces (smear infection). However, iDiv staff can disinfect surfaces based on their (group’s) discretion.


    As of 21 April 2020

     

    As all of you probably know already, the federal government decided on a gradual relaxation of the lockdown last Sunday. The States as well as iDivs hosting institutions (FSU, MLU, UFZ and UL) have now decided on further measures based on this. These differ in details, but include all further precautions regarding personal contacts = social distancing. Accordingly, all PIs and leaders are required and informed to determine appropriate measures for each group based on the legal frameworks. iDiv supports the leaders in every respect. Please note that the group and unit leaders are the first contacts. If you have problems or further questions, the iDiv team is also available.
    Further restrictions due to the Corona-Virus are changing how we live and work every day. To offer continued support for critical iDiv operations even in these trying times and to assist you with urgent requests, the Branch Office, COO office and GSU will remain open every day of the week with reduced staff. Please note our availabilities in effect until further notice until 30 April 2020:

     

    COO Office

    Sabine Matthiä will be at iDiv with the exception of offsite meetings. Anna Burnett is not available this week (20–24 April) and will be in the office next week part-time. Access to the BBZ seminar rooms is restricted until 4 May 2020, if you would like to book one of their rooms, please adhere to the current social distancing guidelines. Anna Burnett will manage your booking requests, including future bookings (4 May onward), please contact her via email (anna.burnett@idiv.de).

     

    IT Services

    The GSU is available for you with a reduced on-site team (2 persons/day during office hours) and the remaining staff working from home on tickets, support requests, maintenance work and IT related projects. Contact them via their ticketing system it-support@idiv.de or phone 0341 97-33143, -33118, -33202.

     

    Scientific Computing Services and HPC Cluster Support

    The iDiv Scientific Computing Services and HPC Cluster Support (Christian Krause) will remain available, please contact christian.krause@idiv.de / 0341 9733144. During office hours, you can also reach him via the support chat room: https://talk.idiv.de/idiv/channels/scientific-computing. If necessary, he will find a way to set up a screen sharing solution to aid in remote support.

     

    Human Resources

    All HR services will be continued, please send requests or documents to hr@idiv.de or, if originals are necessary, send them via post or drop them in the Branch Office postbox (at reception) or directly in the HR inbox at Branch Office. Ulrike and Katrin are present alternately. HR office hours are cancelled until further notice. One-on-one meetings should be minimised; if not avoidable an appointment is mandatory.


    Welcome Centre

    The Welcome Centre remains available via email (welcome@idiv.de). Personal consultation will only be possible on Wednesdays and Thursdays by appointment. Note: The Leipzig Foreigners’ Authority is currently closed to the public until further notice. Applications for residence permits can instead be submitted via mail/email/fax but longer processing times should be expected. For more information and support, please feel free to approach the Welcome Centre directly.

     

    Accounting

    All accounting services will be continued, please send requests or invoices to accounting@idiv.de or drop them in the Branch Office postbox (at reception) or directly in the accounting inbox at Branch Office. Franziska Dorbert will be present at iDiv Mondays through Wednesdays (and at the Leipzig University office on Thursdays and Fridays) during office hours, phone: 0341 9733128.  

     

    Purchasing and deliveries

    All purchasing services will be continued, please send your questions and urgent orders to andy.hofmann@idiv.de. Purchase requisition forms (BANF) can be attached via photo/scan and must include the signature or email approval of your project manager. Deliveries will be accepted at iDiv reception Mondays through Fridays and you will be notified once your package has arrived. We kindly ask that you or a representative of your working group/unit collects the package from reception within a couple of days.

     

    Travel reimbursement

    All travel reimbursement processes will be continued, please send all questions and requests to solveig.kunze@idiv.de and/or drop documents, including reimbursement claims due to event cancellations, in the Branch Office postbox (at reception) or directly in the reimbursement inbox at Branch Office. Solveig Kunze will be at iDiv every Tuesday, from 7am to 15pm (and by appointment, phone: 0341 9733133). 
    The Travel Reimbursement Centre at Leipzig University is semi-staffed but all incoming requests will be received and forwarded daily. Solveig Kunze will be at the Leipzig University office on Fridays from 7am to 15pm (and by appointment, phine: 0341 9733016).
    If you are affected by cancellations of travels or workshops: please try to cancel as much as possible yourself and collect all confirmations (including denied claims). For denied claims, please compile expenses you did not receive back from others on the reimbursement form and proceed as usual with a reimbursement request.

     

    iDiv reception

    Basic reception services (guest welcome, phone inquiries, deliveries/mail, car bookings) will be maintained Mondays through Fridays by Patricia Seidel supported by various staff members (secretaries, branch office staff), phone: 0341 9733105.


    We will all have to adjust ourselves constantly in the coming time, which makes sense in the then existing situation. This will probably demand a lot of flexibility from all of us. Thank you all again for the good cooperation!
     
    Stay healthy and calm!

    Best,
    Sabine Matthiä


    As of 16 April 2020

     

    The COVID-19 pandemic has shown us how everything can change very fast and how fragile life can be. It has caused much pain and sorrow around the world, and our thoughts are with those that have lost loved ones or that are still struggling with the disease. At the same time, communities everywhere have shown capacity to reorganise themselves and respond to the challenge of such disease and the implications it has on work and personal life. We are very proud of the iDiv community response to this challenge. Our researchers and staff have found solutions to work from home, to keep meeting virtually, and to maintain the critical administrative and research tasks running.

    In the coming weeks, we expect a progressive easing of the restrictions brought in by COVID-19. We are preparing a plan for such a return to “normal life”, that we outline below and that we will discuss with the iDiv community at an extraordinary Info Hour to take place on 29 April at 13h remotely (https://zoom.us/j/99722497707).

     

    Seminar

    We will resume the iDiv seminar during May in the usual time on Wednesdays at 13h, but in remote mode. We do not expect in person iDiv seminar meetings to resume before June, unless the situation improves dramatically before then. Rebecca will be contacting the hosts of speakers shortly regarding the planning of the seminar.

     

    Home office and social distancing

    We expect during May a progressive easing of restrictions on social distance and work conditions from the Universities and UFZ, and we will be following those guidelines as they come out. In any case, iDiv will continue to encourage the group and unit leaders to support home office as long as possible and advisable. We have adopted a flexible response in iDiv, where each unit or research group has developed COVID-19 plans for enabling as much social distancing as possible suiting the group/unit specificity and following the legal requirements of the respective institution, but proactively contributing to the health and safety of the iDiv community and beyond. For the time being, we recommend in-person meetings are kept to a minimum and that the 2m distance rule is observed in both office space and meeting rooms. In order to coordinate a flexible response across groups, an extended Red House committee has been meeting every week with all PI's and unit leads, and we will continue doing so until the end of the phase-in period to “normality”. 

     

    Visitors and meetings

    iDiv is a hub for the research community. We are looking forward to receiving the next visitors and external collaborators. However, we believe it is not advisable to organise any in-person meetings with visitors and external collaborators before June, probably even later. Individual guests joining iDiv for short-term stays or new employees should follow the same guidelines as for the rest of iDiv employees, observing in addition any quarantine periods that may be established.

    We believe that we can also learn from the COVID-19 ordeal. Hopefully we all became a bit more apt at remote collaboration and this will facilitate work in such a distributed center such as iDiv and also with our international colleagues. Still, we also look forward to seeing you soon in person, maybe already at our new iDiv building!

     

    Your speakers,
    Henrique, Nicole, Tiffany, Christian and Sabine


    As of 24 March 2020

     

    Most of you may know already, but as of yesterday (Monday, 23 March 2020, 0:00), the State of Saxony issues stricter rules for going out and social interactions. If you feel confident to read these in German, here. Please find a short summary (in English – thanks to Kathrin Greyer).

     

    Nevertheless, we are still allowed to work. All three universities as well as the Helmholtz Centre for Environmental Research – UFZ are operated at minimum capacity. The same applies to iDiv. What does this mean? It is not business as before. Please follow the following rules: 

    1. Home office: Do home office if your work allows it and your supervisor agrees to this.  Please ask your assistant or the Human Resources department to receive the templates (different for the Friedrich Schiller University Jena, the Martin Luther University Halle-Wittenberg, Leipzig University and the Helmholtz Centre for Environmental Research – UFZ!) for a written agreement. 
    2. Social distance: Keep 1.5 metre minimum between you and open the window / the door for ventilation if possible. Labs: same principle. Keep your distance – spread out over two labs if possible. Do not sit at one PC to work on data. 
    3. The general safety rules still apply: Never work all alone in the lab, at least one other person must be present – in office or in another lab – in the same time as you. If inevitable, use the call-in call-out system to stay safe. This procedure was trained over Christmas times for many years and works.
    4. No new experiments should not get started.
    5. Last but not least: Work on your mental health! Approach your supervisor or the named contacts if you feel the need!

     

    For the time being the iDiv Interims will remain open. However, the aim is to keep them closed to visitors in order to prevent theft or similar. Increased vigilance among the remaining users in the iDiv premises is important here. However, please do not put yourself in danger, but call the police at your own discretion. 

    Further restrictions due to the Corona Virus are changing how we live and work every day. To offer continued support for critical iDiv operations even in these trying times and to assist you with urgent requests, the Branch Office, COO office and General IT Support will remain open every day of the week with reduced staff. Please note our availabilities in effect until further notice from 23 March until 09 April 2020:

     

    COO Office

    Sabine Matthiä will be at iDiv with the exception of offsite meetings.

    Anna Burnett will be in the office Tuesdays through Thursdays. Please note that access to the BBZ seminar rooms is not allowed until 4 May 2020. Please send booking requests forfuture bookings (4 May 2020 onward) to anna.burnett@idiv.de.

     

    General IT Support (GSU)

    The GSU is available for you with a reduced on-site team (2 persons/day during office hours) and the remaining staff working from home on tickets, support requests, maintenance work and IT-related projects. Contact the GSU via their ticketing system it-support@idiv.de or phone 0341 9733143 / -33118 /-33202.

     

    Scientific Computing Services and HPC Cluster Support:

    The iDiv Scientific Computing Services and HPC Cluster Support (Christian Krause) will remain available, please contact christian.krause@idiv.de / 0341 9733144. During office hours, you can also reach us via the support chat room: https://talk.idiv.de/idiv/channels/scientific-computing. If necessary, we will find a way to set up a screen sharing solution to aid in remote support.

     

    Human Resources (HR)

    All HR services will be continued, please send requests or documents to hr@idiv.de or, if originals are necessary, send them via post or drop them in the Branch Office postbox (at reception) or directly in the HR inbox at the Branch Office. Ulrike Krumrey will be present at iDiv on Mondays and Wednesdays from 7am until 3:30pm (0341 9733132). HR office hours are cancelled until further notice. One-on-one meetings should be minimised; if not avoidable, an appointment is mandatory.

     

    Welcome Centre

    The Welcome Centre remains available via email (welcome@idiv.de). Personal consultation will only be possible on Wednesdays by appointment: A) at iDiv or via Skype/phone (8am–12pm); B) Via Skype/phone only (2pm–5.00 pm).
    For urgent issues please contact Ulrike Krumrey, who will be present at iDiv on Mondays and Wednesdays from 7am until 3:30pm, phone: 0341 9733132 (until 27 March 2020).

    Note: The Leipzig Foreigner’s Authority is currently closed to the public until further notice. Applications for residence permits can instead be submitted via mail/email/fax but longer processing times should be expected. For more information and support, please feel free to approach the Welcome Centre directly.

     

    Accounting

    All accounting services will be continued, please send requests or invoices to accounting@idiv.de or drop them in the Branch Office postbox (at reception) or directly in the accounting inbox at the Branch Office. Franziska Dorbert will be present at iDiv from Monday until Wednesday (and at the Leipzig University office on Thursday and Friday) during office hours, phone: 0341 9733128.  

     

    Purchasing and deliveries

    All purchasing services will be continued from home office, please send your questions and URGENT orders to andy.hofmann@idiv.de. Purchase requisition forms (“BANF”) can be attached via photo/scan and must include the signature or email approval of your project manager. You can contact Andy Hofmann via email or phone: 0341 9733134.
    Deliveries will be accepted at iDiv reception Mondays through Fridays and you will be notified once your package has arrived. We kindly ask that you or a representative of your working group / unit collects the package from reception within a couple of days.

     

    Travel reimbursement

    All travel reimbursement processes will be continued, please send all questions and requests to solveig.kunze@idiv.de and/or drop documents, including reimbursement claims due to event cancellations, in the Branch Office postbox (at reception) or directly in the reimbursement inbox at the Branch Office. Solveig Kunze will be at iDiv every Tuesday, from 7am until 12pm (and by appointment, phone: 0341 9733133). 
    The Travel Reimbursement Centre at Leipzig University is semi-staffed but all incoming requests will be received and forwarded daily. Solveig Kunze will be at the Leipzig University office on Fridays from 7am until 12pm (and by appointment, tel. 0341-9733016).

    If you are affected by cancellations of travels or workshops, please try to cancel as much as possible yourself and collect all confirmations (including denied claims). For denied claims, please compile expenses you did not receive back from others on the reimbursement form and proceed as usual with a reimbursement request.

     

    iDiv Reception

    Basic reception services (guest welcome, phone inquiries, deliveries/mail, car bookings) will be maintained Monday through Friday by various staff members (secretaries, branch office staff), phone: 0341 9733105.
    Support by Patricia Seidel for almost all regular duties and services is given to full extent by daily email communication via Home Office.

    This especially includes any inquiries regarding room booking, car booking, German classes (currently held virtually), special shipping orders (express or similar), etc. The administration of iDiv vehicles maybe delayed and need to be put on hold for now (new requests for operational driving licence, instructions and test drives, processing of accident reports/vehicle damages etc.). For cleaning issues and technical breakdowns please get in touch with your responsible secretary to contact the company being in charge of. For transponder or telephone issues, please temporarily contact the GSU department.

     

    We will all have to adjust ourselves constantly in the coming time, which makes sense in the then existing situation. This will probably demand a lot of flexibility from all of us. Thank you all again for the good cooperation!

    Stay healthy and calm.

    Sabine Matthiä
    on behalf of the Speakerboard

     

    Links / PDFs


    As of 15 March 2020

     

    As you may have heard already, the Freestate of Saxony decided on Friday to suspend compulsory education. This means for public school schools that from Monday (16 March 2020) there will be no more lessons. Schools and daycare centres will remain open for the time being. Teaching staff will be present to ensure that all students are looked after.
    However, students may stay at home, there is no compulsory school attendance. A decision when schools and daycare centres will be completely closed will be taken in the course of the coming week. Emergency care will be set up in parallel.
    Please see here the official statement: https://medienservice.sachsen.de/medien/news/235033

    In this case, employees of Leipzig University can be released from work for up to three days with continued payment of their remuneration. If childcare is required for a longer period, it is possible to take leave or unpaid leave. However, as the Friedrich Schiller University Jena, the Martin Luther University Halle-Wittenberg, Leipzig University and the Helmholtz Centre for Environmental Research – UFZ each have issued specific measures how to deal with this situation, we would like to ask you to find more information on the specific regulations issued by your employer in the links/PDFs below.

    We are aware of the fact that this is a serious issue for all parents. Therefore we would like to ask you get in touch with you group leader / leader of iDiv units to develop individual solutions.

    Stay healthy and calm.

    Sabine Matthiä
    on behalf of the Speakerboard

     

    Links / PDFs


    As of 12 March 2020

     

    Due to the increasing numbers of infections in Germany the iDiv Speaker Board decided to install the following measures.

    The iDiv seminar series will be cancelled until further notice.

    All iDiv employees are asked to follow the rules proposed by the Robert Koch Institute, Germany’s main body for safeguarding public health (reduce the number of people present at the meeting; ensure rooms are sufficiently aired; make sure noone from areas affected by the current outbreak or showing symptoms will attend; maintain sufficient distance from others and to regularly wash / disinfect hands).
    iDiv employees are also asked to follow the rules of their legal employers (Friedrich Schiller University Jena, Martin Luther University Halle-Wittenberg, Leipzig University and Helmholtz Centre for Environmental Research – UFZ), see links below. Unfortunately, most of the information on the local situation is provided in the German language only. We recommend to use DeepL (https://www.deepl.com/translator) to obtain a translation into the English language.

    It is more important to be cautious now than later, when people might already be infected. This is to safeguard our fellow companions (Mitmenschen), especially the elderly, people with asthma or other health risks and the frail.

    Any decisions regarding home office, cancellation of group meetings or other work-related measures are the responsibilities of the group heads.

     

    If an employee of iDiv is infected with the corona virus (confirmed by a medical doctor), he/she should contact the group head and secretary as well as the iDiv human resources department by telephone or email and follow the rules of the official employer (Friedrich Schiller University Jena, Martin Luther University Halle-Wittenberg, Leipzig University and Helmholtz Centre for Environmental Research – UFZ) – see the links below. In this case, the public health department will be informed automatically. 

    Employees who are under domestic quarantine due to official regulations and who are being tested for corona virus infection due to symptoms of illness but do not know the result yet should also inform the group head & secretary as well as iDiv HR by telephone or email and follow the rules of the official employer (Friedrich Schiller University Jena, Martin Luther University Halle-Wittenberg, Leipzig University and Helmholtz Centre for Environmental Research – UFZ) – see the links below.

    All employees who have been in contact with a person who is under domestic quarantine should stay at home and do home office for 14 days in coordination with their supervisor if their duties and responsibilities permit. In accordance with the definition of the Robert Koch Institute, "contact" is defined as direct conversation contact for at least 15 minutes. The contact is made up to two days before the outbreak of a symptomatic or quarantine situation.

    If cases of infection are detected, contact persons and, if necessary, entire organisational units are sent into quarantine. The building can still be entered to maintain experiments; all supervisors of iDiv units will be asked to develop a unit specific contingency plan tailored to the needs of their research groups. In order to maintain operations, we will set up an on-call service, similar to during the Christmas holidays.

    Sabine Matthiä
    on behalf of the iDiv Speaker Board

     

    Links

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