Occupational safety and health
1. Will the implementation of the action plan and the creation of a supplementary risk assessment be checked?
As with other risk assessments, approval is not required. Documentation is to be carried out using the usual process, e.g. by filing relevant documents in the ‘Arbeitsschutz’ binder (‘red occupational safety and health binder’). In addition, please keep a digital version (e.g. completed file or scanned copy) available to allow random checks by university management, occupational safety and health staff or members of the Staff Council (e.g. access via a network drive or providing a copy via e-mail).
Members of the Staff Council and the university’s Occupational Health Service may conduct random visits for inspection (focus on coronavirus-related measures). In principle, this approach corresponds to the usual process – adapted to the current situation. Please remember that verifying the effectiveness is part of the regular process for risk assessments.
2. Is it sufficient to conduct a risk assessment once or does a new one have to be created if changes (to the requirements or operational procedures) occur?
As with regular risk assessments, supplementary risk assessments have to be extended, adjusted or newly created if legal requirements change or new tasks are (re)assumed that have not been included in the previous assessment, for example. If a review shows that modifications are unnecessary, proof of this review can simply be documented in the form of a note including the date and signature or initials of the unit head.
3. Does a regular risk assessment have to be conducted even if a supplementary risk assessment has already been created?
Yes, the regular requirements regarding occupational safety and health continue to apply.
4. Does mobile working have to be considered in the risk assessment?
In general, mobile working is intended for short periods. At present, it is used more extensively. Risk assessments – also, in the usual context – should consider the specific circumstances of mobile working if this option is to be provided. If a permanent permission for remote work is to be granted, a corresponding request has to be submitted. A separate risk assessment has to be created for remote work.
5. If risks have been identified, how quickly or until what deadline do measures to mitigate these risks have to be implemented?
The same regulations as usual for occupational safety and health apply. If necessary, preliminary measures should be implemented to reduce risks until the actual measures take effect.
6. Who can provide assistance if questions regarding the risk assessment occur?
If you have any questions regarding the creation of a risk assessment, you can contact the Occupational Health and Safety Specialists, the Work Psychology Unit and the university’s Occupational Health Service.
7. Are staff schedules also required in academic units?
Staff schedules are required for all members of staff of UDE irrespective of the units they work in.
In larger units, the staff schedule template by the Department for Human Resources and Organisation can be used for this purpose. In smaller units, it may be possible to incorporate the schedule in the risk assessment.
If all members of staff have their own offices, this is certainly easier to handle than for units with many offices with multiple users, laboratories, workshops or shared facilities for numerous members of staff. In the latter cases, it is particularly important to initially define which tasks require presence on campus.
8. Does the university’s Occupational Health Service offer further preventive check-ups in addition to the regular preventive health care services?
There is no specific coronavirus-related preventive occupational health check-up. Employees’ questions regarding work under ‘coronavirus’ conditions will, of course, be answered.
9. Which occupational health services are currently not offered by the university’s Occupational Health Service?
From July, examinations can be conducted once again. Consultation by phone continues to be available.
If you had a confirmed appointment for an examination that has been cancelled, please contact the Occupational Health Service in order to reschedule. Otherwise, invitations for regular appointments will gradually be sent out.
In connection with appointments, please note:
- You must wear a face mask.
- In order to prevent queues, please be on time for your appointment.
10. What is the proper way to store a face mask?
Face masks must be kept in hygienic conditions. If you are moving, use a container or a pouch, for example, and make sure the inside does not touch any elements that have contact with the exterior. Thus, the bands should not be placed inside the container. You need to let your face mask air out and dry after using it. The best way to do this is to lay the face mask out flat in a protected place or hand it on a hook in such a way that it does not touch any other textiles.
11. How can a textile face mask be kept clean?
If staff use textile face masks, they have to clean them regularly themselves. The safest methods for this are machine washing at at least 60 °C or boiling the face mask in a pot of water for about ten minutes. All other methods (ironing, oven, microwave, etc.) are only effective to a limited extent because the temperature varies in different parts of the mask. Face masks with wires must not be microwaved due to the fire hazard.
12. In which working conditions is FFP2-quality respiratory protection required?
FFP2-quality respiratory protective masks without valves should only be worn in exceptional cases since, according to the university’s Medical Officer, using such masks involves a strain to the body that should not be disregarded. FFP2 masks may only be used if none of the other protective measures can be successfully applied. Therefore, rules should be in place that, in any situation where a distance of 1.5 m cannot be kept and other types of separation cannot be applied, all persons involved must wear face masks. FFP2-category respiratory protection is usually only required if you have direct contact with individuals who are (known to be) infected or with infectuous material, e.g. in health services or laboratory diagnostics.
Please note that, when using FFP2 masks without valves,
- the wearing time is restricted to 75 minutes at a time
- a recovery time of two minutes must be allowed for every five minutes of wearing time
(i.e. 30 minutes of recovery time after 75 minutes of wearing time, for example) - respiratory protection may only be used on four days per week, with use being restricted to a maximum of two consecutive days at a time
- optional preventive health care is required if the mask is worn for more than 30 minutes per day
- instructions must be given on the proper way to wear them
Below are the standard measures applied at UDE by order of priority: Keeping a distance – Barriers – All persons involved wear face masks Further protective measures require specific preparation and must therefore be planned independently by the respective unit. (In particular, optional preventive health care and instructions must be provided before the first use.)
Examples of how the use of FFP2 masks can be avoided and when they may be used:
A) Invigilating examinations: the candidates’ identities are checked when admitting them to the examination room during which process the students wear face masks. Thus, it is sufficient for the invigilators to also wear face masks. During the examination, the students are seated with sufficient distance between them. Thus, they do not have to wear their face masks. When questions need to be answered, either the minimum distance must be kept or both parties have to wear face masks. The conditions under which candidates who are unable to wear face masks can be allowed to participate in the examination must be determined and prepared beforehand. Wearing FFP2-category respiratory protective masks may be necessary if none of the other measures can be applied.
B) Instructing contractors: individual employees of contractors do not have to wear face masks if they work by themselves and can keep the minimum distance from others. If the minimum distance cannot be kept while UDE staff provide instructions to contractors, both parties must wear face masks. If the staff of the contractor do not have their own face masks, UDE will provide them with masks.
C) Encounters with external parties: if the caretakers or security service are called upon when individuals have to be removed from UDE buildings, use of FFP2 respiratory protective masks may be required if the relevant individuals are not wearing face masks, especially if the individuals appear nervous or aggressive.
IMPORTANT NOTICE:
If you need to wear respiratory protection from one of the FFP categories for reasons other than infection control, you still have to use masks with corresponding certifications. Exceptions for the use of masks certified in accordance with other standards (e.g. KN95) are only permissible for purposes of infection control relating to SARS-CoV-2.
13. Can face shields be used to replace face masks?
Face shields can, at best, only intercept droplets that hit the shield directly. Aerosols can travel around the open sides. Therefore, face shields cannot be considered equivalent alternatives to face masks according to the Robert Koch Institute. The current version of the Coronavirus Protection Ordinance (CoronaSchVO) allows face shields that cover the entire face if no other protective measure applies and constant use of textile face masks would have negative effects.
Examples:
A) Medical reasons (proof required)
B) Areas in which the aerosol load is kept low by means of forced, significantly increased air change rates (e.g. laboratories)
C) Care and counselling situations during which facial expressions and recognition play an essential part (e.g. childcare services)
It is crucial that the face shield be worn properly and sufficiently large (vertically in front of the face)
14. Does the legal requirement regarding the number of first aiders have to be adhered to even if not all staff have returned to work on campus?
Yes, basic availability must also be ensured with regard to first aid. In this context, you may also enlist the services of staff from neighbouring units as first aiders as usual. It is to be attempted to meet the minimum ratio stipulated in DGUV Regulation 1 even in the case of a reduced number of staff present. The quota for universities is ten per cent of the staff present.
In order to allow networking among the first aiders, the list of persons who have received first-aid training has been sent to all first aiders and made available on the web pages of the Occupational Safety and Health Unit (access requires university user credentials).
15. Does first aid have to be organised for staff working from home?
No, first aiders only have to be available for two or more members of staff present. Otherwise, it is sufficient if there is a possibility to make an emergency call via landline or mobile phone.
16. Is there anything in particular that first aiders should be aware of at present?
No, first aiders must always take care to protect themselves. Securing an accident scene or wearing gloves when dressing wounds are classic examples of this. This rule applies irrespective of the current SARS-CoV-2 pandemic. At present, first aiders should particularly mind measures for their own protection, e.g. by using respiratory protective masks or safety goggles (if available). This also includes keeping a distance if possible. Moreover, proper coughing and sneezing etiquette and thoroughly washing your hands are also important.
17. Is rescue breathing obligatory when performing resuscitation measures?
According to the German Social Accident Insurance (DGUV), it is always – i.e. also during the SARS-CoV-2 pandemic – at the discretion of the individuals involved in the resuscitation whether or not they administer rescue breathing. The crucial step is to immediately make an emergency call and make sure that someone is at the entrance to meet the rescue service and guide them to the scene.
18. Who are the contact persons for staff who still feel insecure despite the prescribed measures?
In addition to your direct superior, you can also contact the Occupational Health and Safety Specialists, the Work Psychology Department, the university’s Occupational Health Service, the Social Officers and the Staff Council.
19. Who are the contact persons for line managers who still feel insecure despite the prescribed measures?
For technical issues and questions regarding material occupational safety and health protection, the Occupational Safety and Health Specialists will provide assistance. In the case of medical questions (e.g. regarding risk groups), you can contact the university’s Occupational Health Service. If you have questions relating to the implementation of measures and the mental stress for the members of your team, the work psychology experts will provide support.