Corona Virus FAQ

Status July 13th, 2020

The coronavirus has caused a situation which calls for a responsible and foresighted crisis management on part of the University of Applied Sciences. Based on the decisions made by the “Senat des Landes Bremen” (senate of the Federal State of Bremen) together with the “Senatorin für Wissenschaft und Häfen” (senator for science and ports) several immediate measures have been agreed upon which will also impact the day-to-day operations at the University of Applied Sciences Bremerhaven. Said measures are binding for all university members and are valid with immediate effect and until further notice.

This page provides a constantly updated FAQ list including information on specific regulations and provisions made by the university as an effort to manage the challenges posed by the novel coronavirus.

General Information

April 7th, urgent decision by rector of the Hochschule Bremerhaven: committee meetings at the Hochschule Bremerhaven

April 3rd, urgent decision by rector der Hochschule Bremerhaven: Adjustments to the previous practice concerning examination procedureds during state-issued measures to prevent the spread of the virus

April 3rd, Senat Bremen: Provision concerning protective measures against new infections with the coronavirus SARS-CoV-2

March 23rd, 2020, Senator für Wissenschaft und Häfen (senator for science and ports): Umstellung der Bremer Hochschulen in den Notbetrieb

March 19th, 2020, Senator für Wissenschaft und Häfen: Organisationsverfügung 2020/01

March 10th, 2020 including an update on April 30nd, 2020, Senator für Finanzen (senator for finances) – only important for university staff, German only: Instructions regarding work- and service law related questions in terms of coronavirus: Hinweise zu arbeits- und dienstrechtlichen Fragestellungen im Zusammenhang mit dem Corona-Virus

March 12th, 2020, Senator für Finanzen (senator for finances) – only important for university staff, German only: Instructions regarding work- and service law related questions in terms of coronavirus: Hinweise zu arbeits- und dienstrechtlichen Fragestellungen im Zusammenhang mit dem Corona-Virus

March 12th, 2020, Senatorin für Wissenschaft und Häfen (senator for science and ports): decision concerning in-person teaching events at the state-owned universities of the Federal State of Bremen: Beschluss zu den Präsenzlehrveranstaltungen an den staatlichen Bremer Hochschulen

March 13th, 2020, Magistrat der Stadt Bremerhaven (municipal authorities of Bremerhaven) – only important for university staff and students with children, German only: operation of local schools and children’s day care facilities: Betrieb der Schulen und der städtischen Kindertageseinrichtungen

March 10th, 2020, Ordnungsamt Bremen (public order Bremen) – German only: general order regarding prohibition of events and gathering of people in order to limit the spread of the coronavirus: Allgemeinverfügung über das Verbot von Veranstaltungen und Menschenansammlungen zur Eindämmung des Coronavirus

February 27th, 2020, University of Applied Sciences Bremerhaven: precautionary measures concerning the coronavirus situation: Vorsorge-Maßnahmen aus Anlass der Infektionen mit dem Coronavirus / Precautionary measure concerning the coronavirus situation

The adopted measures for preventing the spread of the coronavirus implemented by the senate of the Federal State of Bremen are frequently updated and available in different languages under gesetzblatt.bremen.de.

GENERAL INFORMATION

Obligation to report

Do I have to report to the Bremerhaven University of Applied Sciences in connection with the corona virus?

Yes, because there is a notification obligation in connection with the corona virus according to the circular of the Senator of Finance number 5f/2020 of 30th April 2020.

If there is any suspicion of having contracted the virus, those affected should immediately contact their general practitioner by telephone (under no circumstances in person) or the emergency service of the respective health insurance company. In addition, the reporting chain must be triggered at the university. To do so, university employees should immediately inform their supervisors and the Human Resource Department (personalstelle@hs-bremerhaven.de). Students must immediately inform the registrar's office (dezernat1@hs-bremerhaven.de) as well as all lecturers or examiners with whom they had contact recently. The crisis management team at our university (corona@hs-bremerhaven.de) must be informed as well.

People who have had close contact with an infected person within the last two days, but do not show any symptoms, should also trigger the reporting chain at the university as described above.

Emergency operation mode

When did the emergency operation mode start and how long will the University of Applied Sciences Bremerhaven remain in emergency operation?

The Bremerhaven University of Applied Sciences has been in emergency operation since Wednesday, 25th of March 2020, 7 pm. As of Monday, 25th May, 2020 the emergency mode has been lifted gradually. This does not include a return to normal operations. Only some selected laboratory events, where the technical equipment is absolutely necessary for teaching, will take place in person and on campus. The participating students will be informed accordingly by the respective lecturer. For the individual departments, staff units, service units, etc., explicit regulations have to be made as to how the tasks can be carried out combining working remotely from home and on campus. Wherever possible and without compromising service operations, university employees should carry out their service tasks by working from home in combination with regular exchange with co-workers and supervisors using online tools, during the Corona crisis.

What does "emergency operation" mean?

All courses are to be discontinued as face-to-face courses, digitally supported formats and similar solutions are to be maintained as far as this is possible in accordance with the relevant general regulations.

Until further notice, examinations are to be held as attendance examinations only in justified individual cases and in compliance with the relevant general rulings.

Digitally supported examination formats are still possible.

Research operations in the buildings of the universities will be discontinued; they can only be continued in justified individual cases, provided that this is possible in accordance with the relevant general rulings.

General service operations will be reduced to the minimum necessary to ensure the operational safety of the facilities and to continue to implement necessary personnel and financial management tasks.

Further details regarding a change in service operations in the respective area will be successively discussed with the heads of the departmental, staff and service units and introduced step by step.

On the basis of the plans drawn up with the laboratory managers and deaneries and finally approved, the first laboratory events can be started if they necessarily require implementation in specially equipped university rooms. If individual laboratory courses have to be carried out on the premises of Bremerhaven University of Applied Sciences, students will receive notification from their respective lecturers regarding the time and access to the building and rooms. Students are only allowed to stay in the buildings for the participation in the laboratory event and must leave the buildings directly afterwards. The protective and hygienic measures, which are informed separately for each course by the laboratory managers, must be observed.

What must be observed in emergency operation?

The outer doors of all university buildings will be locked and can only be opened with the aid of an appropriately programmed electronic key. It is constantly checked that the university doors are locked and that only authorised persons on the "presence list" are present in the buildings. Working at the university, even in emergency mode, is only permitted under strict observation of the applicable hygiene rules.

Regular operations

What does this mean for the regulation of working time?

According to the current decision of the state, working hours should continue, but be kept to a minimum in the buildings of the Bremerhaven University of Applied Sciences.

The buildings are locked and may only be entered by persons who are on the "presence list".

In accordance with the circular of the Finance Department on labour and service law, the employees are still obliged to provide information, the employer has the authority to issue instructions, the employer's duty of care when dealing with risk groups and regulations on the presentation of a medical certificate.

Employees who are not ill have a fundamental duty to perform their work. This also means that, among other things, meetings, appointments committee meetings, departmental council meetings, etc. are conducted in accordance with the Robert Koch Institute's instructions on conduct and hygiene.

If a disease caused by the corona virus is present or suspected in the immediate personal environment, you are obliged to contact Department 2 by telephone or in electronic form before commencing work and to clarify the further procedure.

On account of these particular circumstances the University of Applied Sciences makes use of a special regulation concerning working hours for special at-risk persons. Persons who are especially compromised by a possible infection through the virus due to acute sickness / pre-existing conditions / other situation may file a special application including an appropriate justification. Details are to be clarified with the respective supervisor and have to be submitted to Dezernat 2 - Human Resources, and in compliance with application procedures.Employees who have to ensure the care of their underage children due to the closure of schools and day care centres ordered by the authorities and who cannot guarantee any other form of care, have the possibility to apply for special leave at the Bremerhaven University of Applied Sciences to the extent necessary, with continued payment of their remuneration or salary. For this purpose, an informal application with reasons must be submitted to the personnel department. If regular leave has already been submitted, no special leave will be approved instead.

How do procurements, invoice payments etc. work?

During the emergency operation, the Budget and Finance Department will have adjusted working procedures, particularly with regard to the processing of invoices, orders, reimbursement of expenses incurred and travel requests.

The following applies to invoices:

Invoices are scanned by the department and sent by e-mail. The confirmation of the factual correctness must be signed (by hand) and can be sent as an image (scan or photo) by e-mail to dezernat3@hs-bremerhaven.de. The documents sent by e-mail must not be submitted in paper form afterwards to avoid double entry.

The following applies to the reimbursement of expenses incurred:

The application must be signed (by hand) and can be sent as an image (scan or photo) by e-mail to dezernat3@hs-bremerhaven.de. All the necessary documents (including the inspection note on the budget-free period) must be enclosed. The documents sent by e-mail must not be submitted in paper form afterwards to avoid double entry.

The following applies to procurement applications:

The application must be accompanied by all the necessary documents (including the audit opinion on the unbudgeted period) and can be sent as an image (scan or photo) by e-mail to Dezernat3Beschaffung@hs-bremerhaven.de All possibly required signatures (e.g. cost centre manager) must be provided. The documents sent by e-mail must not be submitted in paper form afterwards to avoid double entry

The following applies to travel requests:

The request must be signed (by hand) and can be sent as an image (scan or photo) by e-mail to dezernat3@hs-bremerhaven.de. The application must be accompanied by all the necessary documents (including the check note on the budget-free period). The application must be approved by all necessary authorities before being sent to Department 3. After processing in Department 3, the applicant will receive the application back by e-mail. The documents sent by e-mail must not be submitted in paper form afterwards in order to avoid double entry.

Crisis Team

The crisis tea (Krisenstab - KS) consists of a Leader (LK) and the subject areas (S1 to S5)

 

Subject areas

Person

LK

Head of crisis team

P. Ritzenhoff

S1

Personnel and infrastructure

H. Schiwek

S2

Academics and teaching

K. Vosseberg

S3

International issues

G. Feldmeier

S4

Status reporting

N. Metzler

S5

Communication

C. Driesen

Additional advisors (B1 to B10) may support a certain subject area or the crisis staff as the case may be. They are included in the extended crisis team (EKS)

B1

Students

B2

Personnel

B3

Finances

B4

Facility

B5

IT infrastructure

B6

eLearning

B7

International

B8

Faculty 1

B9

Faculty 2

B10

Staff council

Further persons may be called upon as advisors if needed.

Additionally, teaching issues are being handled by an individual crisis team headed by the vice rector. Other members are both executive deputy deans two staff members from SLL, the degree programme managers as well as the head of registrar's and examination office.

Hygiene recommendations

Hygiene recommendations

Since in certain cases employees and affiliates may be required on campus and in the university buildings, the University of Applied Sciences Bremerhaven has developed a hygiene plan which is available for download. This serves to ensure that the risks of infection are handled as safely as possible. The plan applies to all buildings and areas of the university, including rented rooms in the Fährhaus (ferry building) and the rooms in the building at Theodor-Heuss-Platz. The plan must be observed by all university affiliates - employees and students - as well as by guests and employees of external companies who carry out tasks on the university campus and inside buildings. The hygiene plan is valid with immediate effect and until further notice and will be continuously updated according to requirements. University affiliates are obliged to keep themselves updated on a daily basis via the university website about possible changes.

The German Social Accident Insurance (Deutsche Gesetzliche Unfallversicherung) has compiled general protective measures regarding the coronavirus. A poster depicting general measurements is available for download under publikationen.dguv.de/praevention/allgemeine-informationen/3787/coronavirus-allgemeine-schutzmassnahmen

In addition, further hygiene instructions can be found at the Federal Centre for Health Education. These are also available as posters under www.infektionsschutz.de/mediathek/infografiken.html

Additional helpful links

STUDENTS

Teaching

What does "suspension of the course" mean?

On 12th March 2020, the Senator for Science and Ports (Senator für Wissenschaft und Häfen), in agreement with the state universities of the State of Bremen, made the decision to temporarily suspend the in-person sessions at Bremen's state universities. This includes laboratories that are offered as classroom courses. At a press conference on 7th April 2020, the Senator announced that the summer semester will be conducted digitally as far as possible. The Senator urges that the students be offered a maximum of online courses ensuring that an exceptional summer semester may be carried out.

In addition, the regulation also applies to student work or self-study groups. Unfortunately, the university buildings are not available as study location during this period. In addition to the well-known study rooms, this also applies to the study spaces in House Z. However, students have the possibility to set up virtual study rooms via Jitsi or BigBlueButton.

Considering the possibilities for specific teaching, lecturers shall provide students with materials that encourage and guide them to learn and study on their own.

The acceptance of exams shall be further guaranteed in principle under consideration of a careful risk assessment. During the digital summer semester 2020, all examinations will be held digitally where possible. The written exams under supervision, which is the designated examination format, will generally take place as in-person examination observing the hygiene measures during the designated examination times from July 11th through 25th 2020 or October 10th through 24th 2020.

If all necessary technical and data protection requirements are met and all participants have given their prior consent, oral examination may be carried-out via video conference.

It may be possible to purchase teaching and learning equipment in order to maintain service operations observing the procurement process (procurement application must be submitted and approved).

Students shall join all relevant ELLI files including lectures, exercises, laboratories, electives, etc. Some of the options for teaching cancelled classroom courses are, to make presentations available to students, assigning homework, and to be available in chat rooms during the time of the originally planned classroom courses using this tool for discussions at the same time. A technical infrastructure for online lectures (livestream) is also available.

What are the deadlines for objections to exams? Currently, a procedure is being worked on to determine how objection procedures can be carried out. As a precautionary measure, an objection can also be raised without reviewing the exam, if there is reasonable doubt about the assessment, with the remark that a justification will only be given after reviewing the exam. If necessary, the objection can be withdrawn later or pursued further.

When will classroom teaching resume?

Nationwide, classroom teaching will not be resumed during the summer semester. Thus the entire semester must be carried-out in digital form as far as possible. This is in accordance with the framework proposed by the Ministers of Educational and Cultural Affairs of the Federal Republic of Germany (Kultusministerkonferenz - www.kmk.org/aktuelles/artikelansicht/kmk-sommersemester-2020-findet-statt.html), it has already been pointed out that it may be necessary to shift courses into the lecture-free period. Possible changes are currently being considered, even though they have not yet been conclusively discussed. The winter semester 2020/2021 will be carried-out as a so-called hybrid semester. How this will be implemented is currently under discussion with the responsible authorities.

Can excursions take place?

According to the Rector's urgent decision of 22nd June 2020, excursions are not yet possible under the given circumstances.

Digital teaching

Which digital tools for online teaching are currently supported at Bremerhaven University of Applied Sciences?

All members of the university are provided with the following platforms for legally compliant use, which are integrated into the university infrastructure:

ELLI (Electronic Learning and Teaching on the Internet), the learning management system based on the open source system Ilias, has been known to everyone for a few years now, but many are only now getting to know the various tools that ELLI offers in addition to the storage of course materials, such as wikis, forums, surveys, voting, etc. ELLI can also be used to store online materials such as videos or audios. Please note that videos are not necessarily stored in high resolution. Tools such as handbrake can be used to reduce the size of the videos.

Jitsi is an open source video/audio conference system that is especially suitable for small and medium-sized group work. Besides the possibility to share the screen there is also e.g. a group chat. If rules are followed such as - "only one person shares the screen" - "only the speaking person shares the video" - "Chromium, Chrome or Brave are used as browsers" - then jitsi sessions with medium-sized groups (up to 50 people) could already be successfully completed. The Jitsi server is available to all members of the university for meetings, committee meetings or courses and is especially intended to be used to support student working groups. Students can also set up a Jitsi room for a working group meeting.

BigBlueButton is an open-source web conferencing system that offers classroom facilities. In addition to audio and video conferencing, features include sharing a presentation and the screen, direct feedback via emoji of the participants, chat room and shared notebook, creation of subrooms, polls for feedback and recording. This tool is suitable for medium-sized groups. Again, the more participants share the video, the heavier the load on the participants' client machines, as the video streams are sent from each client to every other client. If sessions are recorded in BigBlueButton, the participating persons must be informed. The rules for further use and the duration of the storage must be announced and adhered to by the moderators* of the recorded sessions. The BigBlueButton is connected to the university's LDAP system, so that currently only lecturers and employees of the university can log in via their university accounts and set up a new room, which they send to their students as an invitation link to this room.

The online live stream is particularly suitable for large groups, as it is resource-saving. We can send an online stream from the university or from home via a streaming server of the university. The open source framework OBS is recommended for creating an online stream. Currently, several rooms at the university are being set up for online live streaming. When using a room at the university, it is important to book it as usual via the faculty secretariats. To encourage interaction in online live streams, the setting can be supplemented with a chat room in Elli for student feedback and questions, as well as quickly set up jitsi rooms for group work.

Why are these digital tools currently used in online teaching?

Especially in the support of teaching with digital tools, data protection regulations (DSGVO) play a very special role. With these systems, personal data of university members - students, lecturers, employees - are recorded and stored at least temporarily. The university itself is responsible for this data processing and is obliged to take appropriate precautions.

May other external systems be used for online teaching?

External systems can only be used by lecturers and staff for their official tasks if the Bremerhaven University of Applied Sciences has concluded an agreement on commissioned data processing in addition to the data protection guidelines and the description of procedures. No further agreements for comparable services will be entered into until the end of the test phase of the university's own systems. It is therefore important that positive and negative experiences with the existing systems are reported directly and regularly to digitalessemester@hs-bremerhaven.de.

Further information? www.hs-bremerhaven.de/digitalessemester.

Urgent decision issued by the rector of University of Applied Sciences Bremerhaven in accordance with § 81 Abs. 6 BremHG

Note: This English version is for information purposes only and not legally binding - the German version is solely decisive and legally binding !!!

What does the urgent decision of the rector of the Bremerhaven University of Applied Sciences according to §81 Abs. 6 BremHG contain?

The urgent decision includes regulations concerning examinations, academic achievements, certificates for authorities and institutions, applications, prove of incapacity to work, contact details for the registrar's office as well as questions concerning the course of study. The urgent decision is available for download.

How long is the urgent decision valid?

This urgent decision contains changes to the previous practice in the examination process and information for the summer semester 2020, which are necessary due to the state-ordered measures to combat the spread of the coronavirus and replaces the urgent decision of 3rd April 2020.

Examinations

What does the Rector's urgent decision on examinations and academic achievements say?

During the digital summer semester 2020, all examinations will be carried-out digitally if possible.

Lecturers may deviate regarding the form for examinations and academic achievements of a module as stipulated in the respective examination regulations. The newly determined form of the examination or course work must be carried out according to §7 of the ATBPO/ATMPO subsection 2 and according to the same standards as the original work. Equal treatment of all students must be guaranteed. The students and the programme's respective examination board as well as the respective dean of studies of the respective faculty shall be informed of any deviation from the original form stipulated in the examination regulations. The examination and academic achievements already completed for the winter semester 2019/2020 are not affected by these adjustments.

If a graded piece of work has been completed, this shall be counted as one examination attempt. A subsequent withdrawal after the submission of the graded paper with reference to the Corona Crisis is not possible.

Which regulations apply to examinations?

The written work specified as the examination format under supervision is generally held as a face-to-face examination under the specified hygiene measures during the specified examination times from 11.07.-25.07.2020 or 10.10.-24.10.2020. The specific dates are published in the examination schedules of the departments. An examination performance is considered an examination attempt and the result is recorded. Withdrawal during or after the examination is not possible.

Which regulations apply to oral examinations?

If the necessary technical and data protection requirements are met and all participants have given their prior consent, an oral examination shall be carried-out via video conference. At the beginning of a video-supported examination, an identity of the person to be examined must be checked and confirmed by showing the identity card (picture and name). Only video conference systems provided by the Bremerhaven University of Applied Sciences may be used for oral examinations. In particularly justified cases, with the agreement of all those involved, an oral examination can be carried out as in-person examination and on campus. It is self-understood that this shall be done observing sufficient safety distance and in compliance with the general safety and hygiene measures. In such cases, students should contact the respective examiners. A completed examination is considered as one examination attempt and the result is recorded. It is not possible to withdraw during or after such an examination.

Which regulations apply to written examination papers, e.g. term papers or reports?

Written examination and study work (homework, reports, development work, etc.) still can be completed. If students are unable to meet the deadline due to the current situation they should contact the respective examiner via email with a short explanation. Examiners are required to extend the deadline individually. Until the end of the current exceptional situation, students may submit written exams in digital form to the responsible person. Students shall clarify the desired form of submission directly with the person in charge. An examination performance achieved by submitting the written paper shall be counted as one examination attempt. A subsequent withdrawal is not possible.

Do the regulations also apply to re-examinations from previous semesters?

No, the regulations apply exclusively to examinations for courses belonging to the summer semester 2020. Do the regulations also apply to courses from other semesters? The regulations apply to all courses of the summer semester 2020 regardless of the subject semester. How do I register for an examination? Registration for the examinations of a module in summer semester 2020 is done as usual and at the appropriate time. Students will be informed by the registrar's office.

What happens if an exam is not passed?

For the courses of the summer semester 2020, failed exams will not be credited towards the number of repetitions. This applies to both, the first and the second examination period of the respective summer semester 2020 course. This regulation also applies to modules whose courses run over two semesters and includes the summer semester 2020. This however does NOT include modules that took place regularly during the winter semester and where only the re-examination takes place now.

What regulations apply to catch-up examinations?

Students who have not re-registered for the summer semester 2020 or have de-registered after registering for their last exams in the winter semester 2019/2020 can still take re-examinations during the summer semester 2020. In this case, students shall contact the lecturer directly.

Practical semester, internship and semester abroad

What does the Rector's urgent decision of 22.06.2020 say about internship semesters, internships and excursions?

The rush decision contains the following information for students who are currently in the company to complete curricularly anchored internship semesters or an internship

a) If students have been sent to a home office by the company as part of the internship semester/internship, this is generally eligible for recognition as an internship period. A short confirmation from the company, e.g. by email, is sufficient as proof.

b) If the company terminates the internship relationship prematurely, a solution will be found together to adequately compensate for the missing time and to avoid unnecessary delays to the studies. In such cases, students should contact their internship supervisor.

c) Excursions are not possible under the given circumstances. We are still working on a solution.

Is it necessary to start an internship / semester abroad?

Starting and completing an internship in a company in Germany or abroad as well as a semester abroad at a university is generally dependent on the regulations in the local companies and universities as well as the information provided by the Robert Koch Institute and the Federal Foreign Office.

Students who are starting their semester abroad/practical semester now and have to go into isolation first, the isolation period will be counted towards the practical training period like a case of illness. The same applies if, due to Corona, students have to end their internship prematurely so that they can still fly home.

If students cannot begin their semester abroad or their internship because, for example, the companies withdraw the internship place, the possibility of a short-term application for a semester off should be made possible.

It can be clarified with the company/organisation whether a home office solution is possible. In the current exceptional situation, home office services that can be proven to have been provided are generally recognizable as internship time.

If isolation has been ordered after arrival for the internship, this time will be credited as sick leave.

If the period abroad consists of studying at a foreign university, please clarify first with the respective university whether the acquisition of ECTS points is made possible by means of e-learning or similar offers or other forms that do not require attendance. If this is the case, it is advisable to use this method to obtain the required credits at the respective universities.

In the event that you want or have to end your stay abroad prematurely out of concern for your health or due to official orders, the university will endeavour to provide appropriate compensation so that you can complete your studies within the standard period of study without losing ECTS points and time. If you have any further questions or would like to clarify any details, please contact your contact persons in the study programmes by e-mail.

What opportunities are available to students who are currently in curricularly anchored practical semesters or an internship in a company?

If they have been sent to a home office by their company as part of their practical semester/internship, this can generally be recognised as an internship period.

If the company terminates the internship relationship prematurely, an individual solution will be found together so that your studies are not unnecessarily delayed. If there are any problems, please contact the internship supervisor(s).

Submission of theses

What does the Rector's urgent decision of 22.06.2020 on Bachelor's/Master's theses say?

If students are unable to complete their bachelor's or master's thesis as planned due to the measures imposed to combat the spread of the coronavirus, there are two possibilities

a) Students turn to their examiners to discuss, for example, a thematic adaptation of the thesis or the possibility of extending the deadline. An extension of the deadline has to be applied for at the Matriculation and Examination Office, stating the reasons. The respective Examination Committees are required to grant an extension appropriate to the situation which exceeds the normal extension period.

b) Students withdraw from their Bachelor's or Master's thesis without crediting an examination attempt. In this case, students must submit their written declaration of withdrawal to the Matriculation and Examination Office, stating the subject of the thesis and the intended examiners. After a withdrawal, a new application with a different topic is required for the later preparation of a new Bachelor's or Master's thesis.

If the thesis is submitted in paper form, the binding can be replaced by stapling. A loose sheet collection will not be accepted. The copies and the digital version must be sent to the postal address of the Matriculation and Examination Office of the Bremerhaven University of Applied Sciences. Personal delivery is not possible.

The letterbox of the Bremerhaven University of Applied Sciences can be used for a delivery without sending by post. This can be accessed at any time, without having to enter a building, behind the entrance to the information centre of the Bremerhaven University of Applied Sciences (University Info).

Until the end of the current special situation, we also accept bachelor or master theses in digital form without print version. For this purpose, students send the bachelor or master thesis as a PDF file, stating the matriculation number and the course of study, exclusively using the university email address to: studsek@hs-bremerhaven.de.

Certificates, applications and medical certificates

What does the Rector's urgent decision of 22.06.2020 on certificates for submission to offices and institutions say?

The urgent decision states that an exchange with the offices currently exists, with any applicable deadlines for the submission of performance records and certificates to offices or institutions (e.g. Landesinstitut für Schule (LIS), BAföG office, scholarship provider). However, due to the restrictions that also apply in higher education, it is not possible to issue individual certificates on the reason and extent of examinations that have not been taken. Questions and concerns regarding the extension of deadlines or alternative proof possibilities should be directed by the students directly to the respective institutions, as Bremerhaven University of Applied Sciences cannot make any binding statements on questions outside its area of responsibility. However, it should be considered that regulations and activities in the aforementioned organisations must also be newly developed and adapted to current events.

What does the Rector's urgent decision of 22.06.2020 on applications say?

In the above-mentioned period, scanned applications with a scan of the signature will be accepted. Students are requested to send their applications by e-mail exclusively using their own university e-mail address, stating their matriculation number and the degree programme, to: studsek@hs-bremerhaven.de.

What does the Rector's urgent decision of 22.06.2020 regarding certificates and certificates of incapacity for work say?

For the period of validity of this Rectorate decision, individual applications will not be subject to the presentation of the usual required certificates, e.g. to compensate for disadvantages or to avoid hardship. For applications with long-term effects, these may be requested at a later date. Reasons must still be given for the applications.

Funding through BAföG (Federal Education and Trainings Assistance Act) / DAAD (German Academic Exchange Service)

Will funding through BaföG or DAAD be jeopardised due to suspension of in-person teaching?

- The Bundesministerium für Bildung und Forschung (Federal Ministry of Education and Research) provides information regarding BAföG and the impact on the teaching caused by the coronavirus. Please check out the following website – among others: https://www.bmbf.de/de/karliczek-keine-nachteile-beim-bafoeg-wegen-corona-11122.html

- Information about Bafög: https://www.bafög.de/ and https://www.bmbf.de/de/das-bafoeg-eroeffnet-bildungschancen-878.html

- The German Academic Exchange Service (DAAD) provides information regarding DAAD funding on its own homepage https://www.daad.de/en/coronavirus/

Point of contact

Who is mentioned as point of contact in the urgent decision?

- Consulting and opening hours have been suspended for the duration of the government-issued infection prevention measures.  In urgent cases students may contact the respective service offices via e-mail. We kindly ask for your understanding that processing times may increase. The post box is accessible at all times and will be emptied as usual. Any applications or other post for the registration and examination office can be posted there.  

- For questions concerning the degree programme students shall contact the respective programme director or the programme management, stating the name of degree programme and the respective semester: sgm@hs-bremerhaven.de 

Financial aid for students in need

Is possible funding available for students who are facing financial distress caused by the coronavirus pandemic?

- The University of Applied Sciences Bremerhaven has set up a social fund for our students who are suffering from financial distress caused by the corona pandemic. The fund is solely financed by donations, therefore we would like to ask you to keep in mind that means from this fund will be only provided to those who are acutely suffering from financial distress. Expecially those students shall benefit from this fund who have lost their jobs and are therefore no longer able to meet their daily life needs. How to apply for financial aid through the university's emergency fund including the respective guidelines for such an application can be found under www.hs-bremerhaven.de/csc

Are further options for financial aid available?

- Pleaes check out the homepage of the Career Service Center www.hs-bremerhaven.de/csc  - they have gathered information regarding further financial fundings such as loan fund from the Studierendenwerk Bremen (www.stw-bremen.de/de/studienfinanzierung/darlehensfonds)

Where can international students find support in case of facing financial distress due to the coronavirus situation?

- International students may contact XENOS in Bremen.

CAMPUS

Digitalisation

What shall be observed in digital communication?

Communication via email will be one of the most important communication channels in the coming weeks. In order not to expose the security of university-specific systems to additional attacks, NO .doc or .xls file formats shall be sent by email or uploaded on ELLI or on Nextcloud. These file formats may contain self-executing macros.

Best are .pdf file formats or, if files should be processed commonly, .docx, .xlsx, .pptx file formats (or corresponding Libro Office file formats) may be used.

Please consider the size of the attachments to be sent. Larger files shall rather be exchanged via Nextcloud to reduce the load on mailboxes. Instructions for using Nextcloud are available under www.hs-bremerhaven.de/fileadmin/user_upload/zbrv/Nutzerdoku-nextcloud.hs-bremerhaven-de-v4.pdf (when logged in).

Which communication infrastructure can be used?

The following platforms integrated into the university infrastructure are available to all university affiliates for legally compliant use:

ELLI (Electronic Learning and Teaching on the Internet), this learning management system based on the open source system Ilias, has been known for a few years, but many are only now becoming familiar with the various tools that ELLI offers in addition to the storage of course materials, such as wikis, forums, surveys, voting, etc. ELLI can also be used to store online materials such as videos or audios. Please note that videos are not necessarily stored in high resolution. Tools such as handbrake can be used to reduce the size of the videos. The team has compiled helpful tips for online teaching under elli.hs-bremerhaven.de/goto.php

Jitsi is an open source video/audio conferencing system that is particularly suitable for small and medium-sized group work. Besides the possibility to share the screen there it also features a group chat tool. If basic rules are followed such as "only one person shares the screen", "only the speaking person shares the video", "Chromium, Chrome or Brave are used as browsers" then jitsi sessions with medium-sized groups (up to 50 people) will be successful. The Jitsi server is available to all members of the university for meetings, committee meetings or courses and is especially intended to be used to support student working groups. Students are also able to set up Jitsi rooms for working group meeting.

BigBlueButton is an open-source web conferencing system that offers classroom facilities. In addition to audio and video conferencing, features include sharing a presentation and the screen, direct feedback via emojis, chat room and shared notebook, creation of subrooms, polls for feedback and recording. This tool is suitable for medium-sized groups. Again, the more participants share videos the heavier the load on the participants' client machines, as the video streams are sent from each client to every other client. If sessions are recorded in BigBlueButton, the participating persons must be informed. The rules for further use and the duration of the storage must be announced and adhered to by the moderators* of the recorded sessions. The BigBlueButton is connected to the university's LDAP system, so that currently only lecturers and employees of the university can log in via their university accounts and set up a new room, which they subsequently send to their students as an invitation link.

The online live stream is particularly suitable for larger groups, as it is resource-saving. We can send an online stream from the university or from home via a streaming server of the university. The open source framework OBS is recommended for creating an online stream. Currently, several rooms at the university are being set up for online live streaming. When using such a room at the university please remember to book it as usual via the faculty secretary offices. To encourage interaction during online live streams the setting can be supplemented with a chat room in Elli for student feedback and questions, as well as quickly set up jitsi rooms for group work.

Library

Is the state and university library usable?

Regulations for the use of the State and University Library Bremen, including those for the location Bremerhaven, are always up-to-date at www.suub.uni-bremen.de/ueber-uns/neues-aus-der-suub/.

Since Monday, 11 May 2020, the library at Bremerhaven University of Applied Sciences has been offering an order and collection service. Details are described at www.hs-bremerhaven.de/organisation/servicestellen/bibliothek/.

Student Café (StuCa) / Mensa (canteen)

Are the StuCa and canteen affected?

- The StuCa will be closed through April 17th, 2020 as a precautionary measure.

- The Mensa (canteen) and Cafeteria run by the "Studierendenwerk Bremen" will be closed until further notice. Please check out www.stw-bremen.de/en/news/coronavirus-latest-information-about-closings for current information.

EMPLOYEES

Business trips

What does the regulation for business trips and excursions mean?

In accordance with the instructions of the Senator of Finance (Senator für Finanzen) regarding questions of labour and employment law in connection with the coronavirus, it is necessary to consider the interests of both parties - the employees and the company when approving business trips. In this context, it should therefore always be assessed whether the business trip is necessary or whether the purpose associated with it could also be achieved by means of a telephone or video conference. Decisions on the approval of business trips are made on a case-by-case basis. Following the partial lifting of the travel warning by the Federal Government, this regulation will apply both to domestic business trips and, as of 15th June 2020, to business trips to member states of the European Union including Iceland, the Liechtenstein, Norway, Switzerland, Great Britain and Northern Ireland.

Academic Senate

Will academic senate meetings go ahead as scheduled?

- The recotared has agreed to postpone the academic senate meeting, which was scheduled for March 24th 2020. This decision was necessary due to the shelter in place decree issued by the Federal Government and State Governments on March 22nd, 2020. Currently various communication options are being examined. All academic senate members will be contacted by the rector directly in order to process the current agenda.

Working remotely from home

The emergency operation, during which in-person attendance at the university had to be applied for and approved, will be gradually lifted. All organisational units (departments, staff units and service units, secretariats, laboratories) will resume operations. The regulations of the hygiene plan must be observed.

The use of home-based work can be a way of fulfilling official duties while observing the hygiene rules. Depending on the possibilities of carrying out tasks outside the university, the respective supervisors make appointments with their employees. Individual working from home applications do not need to be submitted until 30th September 2020. Instead, department superiors will document the appointments made with the employees concerned by e-mail and provide an overview of the overall arrangements made for your organizational unit to Department 2 (personalstelle@hs-bremerhaven.de).

Conditions for working remotely from home and data protection guidelines must be observed.

The electronic recording of working hours will remain suspended until further notice.

VARIOUS

Events

Which events are affected by cancellations?

Following events have been cancelled:

- Welcome event for first year students on March 16th 2020

- Internship exchange for DMP students (Digital Media Production) on March 18th 2020

- Studieren ohne Abitur (Studying without qualifying high school degree) on March 19th 2020

- Startup weekend on March 22nd 2020

- AStA insurance information on March 24th and 25th 2020

- Algenstammtisch (algae community meeting) on March 25th 2020

- Member meeting on March 25th 2020

- Social entrepreneurship on March 26th - March 28th 2020

- Girls Day / Boys Day on March 26th 2020

- Student advisor meeting on March 27th 2020

- Annual general meeting VdWT on March 28th 2020

- Blood donation on April 14th 2020

- NSF Bremerhaven - Bremen Global on Mach 16th 2020

- Courses as well as information events and road shows for pupils as well as guided campus tours during aforementioned time period

- Further education in accounting (Bilanzbuchhalter) – lectures on March 16th, March 18th, March 21st, March 23rd, March 25th and April 15th

- Further education in port business administrator (Hafenfachwirt) – lectures on March 19th, March 24th, March 26th, March 28th, April 2nd, April 14th and April 16th

- Deutschlandstipendium – Bowling with sponsors and scholarship holders on April 16th 2020

- Science meets Business, May 14th 2020 - postponed, new date will be set

- MINT-Day in Bremen and Bremerhaven, May 20th 2020 - cancelled

- Graduation ceremony, July 3rd 2020 – postponed to probably January 2021.

The list will be constantly updated!

All university affiliates are strongly advised to act in accordance with the current rules and regulations in order to slow down the spread of the virus. Please consider your personal health but also that of others. We all have to pull together in order to prevent the health system from collapsing.

The rector wishes to thank everybody for your personal commitment and for keeping our university running in these challenging times.

The crisis team is constantly working on providing all areas with helpful advice and regulations. If you need further information or help or are unable to find corrsponding answers to your request on this site please feel free to contact us under corona@hs-bremerhaven.de.