General Guidelines, Health and Safety Rules

In the pursuit of its missions of research, teaching and outreach to society, the University prioritises the health and safety of its students, researchers, teachers and staff during the COVID-19 pandemic.

The following rules apply to all members of staff, students, visitors and service providers at the University of Luxembourg.

 

Last updated on 18 October 2021

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Social Distancing

Social distancing applies at the University: A distance of at least two (2) metres must be kept inside buildings and on campuses.

In offices:

  • Please keep track of whom you meet during the workday, to facilitate tracing if needed.
  • Favour digital meetings when possible. 
  • Please make sure to air out offices regularly.
  • Point out potential risky situations at work to your line manager.

 

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Inside the University buildings:

Masks are mandatory

  • in all shared spaces (reception areas, elevators, toilets, copy machines and printer areas, corridors and floors, kitchenettes etc);
  • in every situation where University staff is in contact with members of the public;
  • in shared offices where social distancing of 2 metres cannot be ensured if more than 10 persons are present;
  • during in-person meetings where social distancing of 2 metres cannot be ensured if more than 10 persons are present.

In classrooms:

  • Masks are mandatory for students during classes
  • Teachers who are fully vaccinated can choose to either wear a mask or not during teaching.

At public gatherings:

Masks are mandatory at public gatherings as of a certain number of attending persons (please refer to the section “Meetings, scientific and social events” below).

Mandatory wearing of masks does not apply to events organised under Covidcheck regulations (see below).

Please wear surgical masks that offer a high level of protection. Considering the risks posed by highly infectious new variants of the SARS-CoV 2 virus, the use of cloth masks, bandanas and scarves is not recommended. Shields and visors do not replace a face mask.

Please change your masks frequently (surgical one-way masks after 4 hours or when damp).

Special safety rules may apply in University labs.

Please learn how to use your mask properly: Watch the WHO’s instruction videos for medical masks.

Please bring your own masks. Limited stocks of masks are available at the reception desks to cover urgent needs.

 

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Disinfectant

Please use hand disinfectant before entering a University building and regularly during the day.

 

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General health and safety precautions

Please observe the following rules for your own and everybody’s safety.

  • Stay at home if you do not feel well or if you show any symptoms of COVID-19.
  • Wash your hands frequently and thoroughly. Disinfect your hands regularly with the hydroalcoholic gel provided. Avoid touching your face.
  • Cough or sneeze into your elbow or into a disposable tissue, dispose of the tissue in a dustbin with a lid.
  • Greet without physical contact.
  • Do not share equipment (tablet, phones, folders), prefer digital signatures and virtual exchanges.
  • Regularly air out your workspace, if possible.
  • Regularly air out classrooms.
  • Keep your workspace clean, use surface disinfectant; clean touchscreens and microphones before and after use.

 

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Safety protocols in case of COVID-19

If a person is tested positive for COVID-19:

  • Please call 466644 5555 in case you test positive and contact healthinfo@uni.lu to provide follow-up information.
  • Self-isolate immediately (stay at home, no contact with other persons, surgical mask compulsory in the presence of others).
  • Please provide 46 66 44 5555 or healthinfo@uni.lu with a list of your high-risk contacts at the University over the past 48 hours before symptoms (or 48 hours before the date of your test if no symptoms occur until the date of the results).
  • Please follow the procedure indicated here: https://covidtracing.public.lu/home (EN) and fill out the form indicating your close high-risk contacts.
  • Contact your high-risk contacts (more than 15 minutes close contact at less than 2 metres distance, without or with incorrectly worn mask, car sharing without mask, meals taken with colleagues, etc.), inform them that you tested positive and that you shared their details (which should allow them to claim a test on day 6).
  • More details on isolation can be found here (EN).
  • Medical information will be treated confidentially. The University can however communicate on the occurrence of a case of infection in anonymous form to other employees/students, if necessary.
  • A person tested positive for COVID-19 who does not respect isolation measures or a medically prescribed quarantine faces fines under the law.

If a person is a high-risk contact of a positive person

  • Please check if you are high-risk: did you have exposure to the confirmed infected person for more than 15 minutes at close range (<2 metres) and without proper protection (no or incorrectly worn mask, car sharing without masks and meal with colleagues etc). Were you alerted by a confirmed positive contact of yours? Alternatively, were you alerted by the University or by the health authorities?
  • In any case, if you experience symptoms, please self-quarantine immediately and follow the procedure indicated here (EN). If necessary, seek medical advice by calling your doctor or by using the e-health platform econsult.
  • Stay at home for 7 days and avoid all non-protected contact with other people. Vaccinated persons do not need to quarantine. The same applies to persons who recovered from COVID-19 (for a maximum of six months following the recovery).
  • On day 6, get tested. If the test is negative the quarantine ends; for the next seven days, you are required to self-monitor and wear a mask when in contact with other people. If you have the reference number of the positive case, use this number to request a test.
  • If symptoms appear after 7 days, you must test again and self-isolate.

If you experience symptoms:

  • If you experience symptoms while at the University, please call the internal emergency number 466644 5555 in order to initiate the planned internal procedure (Personal Emergency Procedure).
  • Staff members or students with any symptoms of COVID-19 or who otherwise do not feel well must self-isolate and self-monitor. In case the symptoms persist, they need to call the doctor with whom they are registered here in Luxembourg or use econsult. They should not go to the doctor or to the hospitals’ emergency rooms if they suspect that they are infected with COVID-19. They should only go to the hospital emergency departments when they have a serious, non-COVID-19 related health problem. In case of an emergency, they should always call 112.

If a person in a class tests positive: 

During the winter semester 2021/2022, teaching and learning at the University takes place in hybrid format, combining in-person teaching in the class rooms with remote teaching.

If in one of these allowed in-person teaching environments a participant tests positive for COVID-19, all members of the class will switch to remote teaching for 14 days, unless the person who tested positive had no contact with other members of the class. “Class” designates a group of students that are registered for the course and who meet regularly to undertake a range of course activities such as lectures, lab work or travaux dirigés.

In case no contact occurred between the infected person and other members of the class, the class continues in hybrid mode as an in-person class, while provisions must be made to allow the COVID-19 positive person to follow the class and study remotely.

All classes must make provisions to accommodate students who are unable to attend in person teaching as described above. 

The 14-day period starts from the date of the last presence in class of the positive person.

Individuals in isolation (in case of confirmed infection), self-isolation or quarantine (in case of high-risk close contact) must follow the rules pertaining to their particular situation, as indicated by the public health authorities.

If a member of staff tests positive (outside of teaching):

In case a member of staff tests positive for COVID-19, other potentially affected members of the department or team will receive guidance and instructions as per the guidelines applied by the health authorities (self-monitoring, self-isolation or quarantine).

If a tenant of a student residence tests positive: A tenant of a student residence who tests positive must observe the general rules applying to persons with confirmed infections (see above). 

If a COVID-19 infection is suspected or, if a student in a residence has been tested positive for COVID-19, he/she must call 466644 5555 and provide follow-up information to healthinfo@uni.lu. The person needs to self-isolate immediately for a minimum of 10 days after the onset of symptoms (or upon confirmation of a positive test). See the student guidelines for more details.

Fellow tenants in residences may be required by the University to quarantine, depending on the particular situation (for instance in case of shared facilities or close contact with an infected person, several tenants may be considered high-risk contacts and may be required to quarantine). In such a case, the University applies the guidelines of the national health authorities. 

 

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Information flow

The information cascade in case a person is confirmed COVID-19 positive is as follows: 

If a person in a class tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis): 

  • Dean and vice-dean of the faculty;
  • Dean/vice-dean’s office is to inform the head of department, head of administration, study programme director and study programme administrator. 

If a staff member of the administration tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis): 

  • Vice-rector or head of administration;
  • Line manager or head of department. 

If a staff member of the research staff tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis):

  • Head of centre or dean and vice-dean;
  • Line manager or head of department.

Depending on the particular circumstances of the case, and in order to ensure transparency and prevent rumours, the University may choose to inform a wider circle of persons who may have been in contact with the infected persons. 

 

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Work and Remote Work, Meetings and Events

Work on campus

The University requests staff members to work on campus three days a week (except for vulnerable persons as described below).

Line managers must ensure the organisation of teams and of their presence on campus in line with current security regulations, including in lab settings.

All tasks that require a physical presence on campus must be executed on campus. Campuses are accessible without prior authorisation.

No formal maximum occupancy rates are in force for offices. Social distancing applies (see guidelines above).

 

Remote work

Work organisation, presence on campus and remote working must be agreed with the supervisors/managers. Line managers are responsible for setting up work schedules and team presence based on the business needs of their entity. They can organise the presence of reduced teams by day or by rotation. The personal situation of the staff member should be considered.

To ease the administrative workload of line managers, upfront approval of remote work requests in Fiori is suspended.

Vulnerable persons

Vulnerability criteria are described here in (FR and DE).

If you believe that you are a vulnerable person in the context of COVID-19, and that your workplace requires adjustments or restrictions, please proceed as follows:

  • Please inform Human Resources at HR4U@uni.lu and provide a certificate without a medical diagnostic issued by your doctor;
  • Please inform the occupational doctor (médecin du travail) by forwarding the "Attestation of vulnerability" (in FR / DE) which has been completed by your doctor. Staff members older than 65 must use this attestation in case of other pathologies that might increase vulnerability.

You will receive the statement issued by the occupational doctor by mail together with a letter specifying your rights and obligations.

Reimbursement of items for home office

Only the following items for use in home offices can be reimbursed (via a declaration of expense): paper, printer cartridges / toner / ink.

Dedicated section on the Intranet 

Please consult the dedicated work-related section on the University Intranet (staff only).

 

Work in laboratories

For lab staff, until further notice, a more flexible work time from 6.00 to 22.00 as well as on Saturdays is permitted for individuals in laboratories on a voluntary basis. Staff members planning to work on Sundays are invited to notify the Safety and Security Office of their presence. If applicable, staff members working on Sundays must have access to the PTI system (“Protection Travailleur Isolé”). 

For security reasons, please contact your lab safety officer and 466644 5555 in case of work outside normal working hours.

 

Meetings, scientific and social events

It is advised to replace in-person meetings by remote meeting formats such as WebEx and Teams. In-person meetings can be held if required, provided the social distancing, wearing of masks and safety measures are respected. Please use large meeting rooms even for small teams, air out regularly and respect the COVID-safe capacity of rooms or lecture halls that can be found here.

For in-person meetings, the following guidelines apply:

Meetings of up to 10 persons: no restrictions apply.

Meetings of 11 and up to 50 participants i: masks must be worn at all times and a 2 metre distance must be observed.

Meetings from 51 to 300 participants : masks must be worn at all times, a 2 metre distance must be observed, and participants must be seated.

Any gathering exceeding 300 participants is prohibited. However, certain events may gather more than 300 persons without exceeding the maximum limit of 2,000 persons, provided that they are subject to a health protocol accepted in advance by the Health Directorate, which defines the safety measures that must be observed.

Events can also be organised under the Covidcheck regime foreseen by the law (see details below). In this case, the obligation to wear a mask and observe social distancing is waived. For events organised under the Covidcheck regime, maximum COVID-safe room capacities DO NOT apply (i.e. meeting rooms and auditoria can be used to their full pre-COVID capacity).

Catering at meetings is not permitted, except if they are organised under Covidcheck regulations.

Please manage risks carefully. It is recommended to avoid meetings with entire teams or management groups physically present simultaneously; this applies to on-campus and to off-campus meetings.

Visiting external parties must respect the University’s safety and distancing measures. Identities of visitors, visiting times and visited entities must be documented at the receptions so that visitors can be contacted in case an infection tracing might be required.

All planned events must be notified to event.request@uni.lu.

Visiting external parties must respect the University’s safety and distancing measures. Identities of visitors, visiting times and visited entities must be documented at the receptions so that visitors can be contacted in case infection tracing might be required.

 

Doctoral Thesis Defences

Doctoral thesis defences can be organised at the University, with the maximum of participants depending on the COVID-safe room capacities and provided the safety measures and distancing described in the above rules are observed. More information is in the quick guide for online/semi-online PhD defences.

 

Covidcheck rules

Meetings and events that are organised under Covidcheck regulations must respect the following conditions, as set out in the law:

  • They are exclusively reserved for participants who are able to prove, through the Luxembourg Covidcheck Certificate (or a similar recognised international certificate) that they are either fully vaccinated, have recovered from a COVID-19 infection or have a recent negative COVID test, respectively have a performed a negative COVID-19 test on the spot;
  • The perimeter of the event or meeting is limited and access to the event or meeting is controlled;
  • The event is notified to the Direction de la Santé of the Luxembourg Ministry of Health as well as to event.request@uni.lu

In meetings and events that respect Covidcheck rules, the compulsory wearing of masks and the obligation of social distancing is waived. For events organised under the Covidcheck regime, maximum COVID-safe room capacities DO NOT apply (i.e. meeting rooms and auditoria can be used to their full pre-COVID capacity).

The organiser of the event must ensure that the above-mentioned conditions are met.

The Covidcheck regime does not apply to teaching activities.  

 

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Travel

Travel restrictions are eased: travel for professional purposes is allowed, based on the approval of the respective budget holder (RSB). Travel regulations that apply in the destination countries as well as upon return to Luxembourg must be observed. The University recommends to book all travel through the University’s travel agency and in line with the regulations concerning Travel booking process under COVID-19

Please check the current travel restrictions concerning your destination on the official government webpage: https://covid19.public.lu/en/travellers.html 

The traveling person (respectively the department or office that organises and books the travel) is responsible for ensuring that all conditions for traveling are being met. In case that tests for COVID-19 need to be performed, the traveling party is responsible for booking such tests. The cost of such tests is borne by the traveling party, respectively the department or office organising the travel.

Vaccination certificates simplify travel.

 

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Testing for COVID-19

Frequent testing protects the community and is encouraged by the University.

Staff members

The University recommends that staff members test themselves regularly using quick self-tests.

The University will provide tests to staff members:

  • who are in regular and extensive contact with the public (i.e front desk activities);
  • who participate in or support official events of the University and do not have an EU digital certificate (Covidcheck system);
  • who were in contact with a staff member who tested positive for COVID-19.

Such tests can be requested by mail to healthinfo@uni.lu

Students

The University recommends students to perform a quick self-test at least once a week if they follow in-person teaching activities on campus. Test kits are made available to students; distribution is handled through the receptions.

For information how to apply for PCR tests, please refer to https://covid19.public.lu/en/testing/get-tested.html

If your antigen self-test is positive, please follow the safety protocols in case of COVID-19 as indicated above.

 

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Teaching

As of 20 September 2021, the University’s teaching is conducted in hybrid format, i.e. combines in-person teaching for part of the class and remote streaming of the lecture to all other students. Study programmes should not plan for a full remote teaching curriculum. Details can be found in the guidelines on hybrid teaching of the winter semester 2021/2022.

For in-person classes, the maximum room capacities must be respected. More information on the Intranet (for staff only).

All teaching staff and students need to be prepared to return to remote teaching at short notice if required by the sanitary situation.

Online resources for teachers and students are made available on the web platform remote.uni.lu.

Provisions must be made to enable students isolating or in quarantine to follow courses and sit exams in a remote mode.

Until further notice, no activities related to teaching can be organised under Covidcheck rules. The continuous assessments that take place during the semester are part of the hybrid mode of teaching and can be conducted on-site or remotely depending on the classroom capacity and in full compliance with the sanitary protocols in place for the period. The guidelines for the end of semester exams will be communicated at a later stage.

 

Exemption from in-person classes

Students whose arrival in Luxembourg is delayed for reasons related to COVID-19 are exempt from attending in-person activities.

Students who wish to request to be exempted from attending in-person classes must contact the committee for reasonable adjustments at contact.car@uni.lu. All students with a granted exemption to attend in-person classes must join the class immediately when conditions allow. More details are available here. Pregnant students who inform the SEVE of their pregnancy status must be given special attention during the COVID-19 pandemic.

 

Luxembourg Learning Centre

The Luxembourg Learning Centre is open to all users from Monday to Friday from 08.00 to 22.00 and on Saturdays from 08.00 to 17.00. Please consult the LLC's webpage.

Occupation is limited to a maximum of 300 users at a time. Priority access is given to the students and staff of the University of Luxembourg and to students of other universities. Eight (8) group workspaces are available for limited use by 2 persons. The wearing of a mask is compulsory at all times, also when seated at a workplace. Users are requested to disinfect their hands prior to touching books or shelves. Furniture and workspaces have been adapted to allow a safe distance between users. Furniture must not be moved.

New students and users who wish to register for the first time are requested to make an appointment via the Affluences app. Instructions on how to use the app are available on the webpage.

 

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Student Services

Student services are accessible remotely and in person on appointment only in order to limit personal traffic on the premises. Please contact the student admissions/enrolment, accommodation, mobility services and Office of Doctoral Studies via email at seve.admission@uni.lu / seve.logement@uni.lu / seve.mobility@uni.lu / incoming@uni.lu / phdstudies@uni.lu or schedule an appointment via the app Affluences. Instructions on how to use the app are available on the website.

Students who have not scheduled an appointment will not be able to access the offices of these services.

 

Mobility

Mobility will be maintained to the extent possible.

The University of Luxembourg is closely monitoring the evolution of the situation and is in regular contact with its partner universities around the world to maximise student mobility opportunities in difficult circumstances. Students should continue preparations for mobility.

For questions send an email to seve.mobility@uni.lu or schedule an appointment via Affluences.

 

Extra-curricular student activities

All sports, arts and well-being activities that are organised and implemented must respect the legal health and safety regulations. Updates on the offer for the Winter semester 2021/2022 are available online.

Updates about the student lounges are available here.

Events organised by student associations require approval by the rector; a safety and sanitary concept must be submitted to the University’s Health, Security and Safety Office (SSO).

 

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Restaurants and Kitchens

Restaurants must respect the legal health and safety regulations in force.

Kitchenettes in the University buildings can be used while observing health and security precautions. The following rules apply:

  • Respect two (2) metres social distance.
  • Masks are mandatory. To eat, remove the mask and put it in a box.
  • Wash your hands with water and soap before and after eating. Always wash your hands after touching food packaging.
  • It is recommended to disinfect the fridge handles or any other frequently touched surface before and after touching them.
  • Please always store your food in the same fridge and put your name on the food.
  • Do not eat where you may have placed food packaging. The packaging could be contaminated.
  • Dirty cups and plates must be put in the dishwasher immediately after use.

 

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Student residences

In University residences the following main guidelines apply:

  • Masks must be worn at all times in the shared spaces of student residences (corridors, elevators, laundry rooms etc)
  • Please continue to avoid all unnecessary social contacts and keep a distance of two (2) metres to others.
  • If possible, stay within the same group to limit risk.
  • Tenants who share a kitchen are considered a “household”. They must observe hygienic rules and clean the kitchen after each use. Tenants sharing a kitchen do not have to wear a mask in each other’s presence.
  • The number of persons permitted simultaneously in shared spaces, even in larger buildings with sufficient space, must not exceed ten (10) persons;.
  • A tenant can have one visitor each day.
  • Events and parties are not allowed. Night rest must be observed from 22.00 onwards.
  • Air out your rooms and shared spaces regularly.
  • All of the clothes, bed linens and towels have to be washed regularly in a washing machine (60°C).

If a tenant of a student residence tests positive for COVID-19, the person must strictly follow the rules on self-isolation. During the time of self-isolation, the tenant cannot have visitors or other persons stay with him/her. Tenants who are considered high-risk contacts of an infected person must strictly follow the rules on self-isolation. If COVID-positive tenants occupy shared kitchens or bathrooms, the university may require stricter social distancing measures of these tenants. Failure to comply will entail disciplinary proceedings by the University. Please refer to the guidelines above under the heading Safety protocols in case of COVID-19.

 

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Research Facilities

LCSB 

For detailed safety guidelines at the LCSB consult the FAQ (access for LCSB staff members only).

 

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Violations of safety guidelines

The University’s COVID-19 safety guidelines are mandatory. The violation of rules entails disciplinary sanctions.

Persons who have been ordered to self-isolate by the University or to quarantine by the health authorities must strictly observe the appropriate rules. Failure to comply may entail disciplinary and legal sanctions.