In response to the coronavirus pandemic, Bielefeld University has developed sophisticated hygiene concepts for its restricted operation mode and coordinated these with the local health authority. Our aim is to prevent people at the university from becoming infected. In addition to protecting against infection, the central strategy for containing the coronavirus pandemic remains having the ability to trace contact chains of infected persons. The university is obliged by law to record everybody who is present in the university buildings. It must be able to provide information to the local health authority—at short notice—about everybody who was at the university at the same time as an infected person. These persons may need to be informed or contacted.
Handwritten registration at the entrance is time-consuming and should not be expected of students and employees. Moreover, in future, we also want to avoid as far as possible the extensive keeping of attendance lists by superiors in the individual areas of the university. The aim is to comply with the legal requirements at a low threshold. Therefore, in a first step, we shall be introducing a digital registration system for the main building and Building X. However, when doing this, we shall pay explicit attention to ensuring the protection of personal data.
Starting on 31 August, Bielefeld University will use scanners that can be operated free of contact. Registration will take place at the open entrances of the main building (main entrance C01, South UV, and West P0) and Building X (side entrance next to the security control centre) by scanning your UniCard. Other university buildings will gradually be equipped with scanners as needed. Until then, superiors are responsible for documenting the presence of employees and guests in these buildings on a daily basis. However, this documentation may not be used to check attendance and working hours.
Those who do not have a UniCard, have forgotten it, or do not wish to use it must go to the entrance of the main building or Building X and fill in an access form with the relevant contact details (name, address, e-mail address, telephone number, time of entry) or hand in an appropriately completed access form. Access forms can be downloaded here. Please use your own pen when completing the form onsite.
Persons who leave the building for a short time (e.g. for a break) must register again when they return—even those who do not have a UniCard. It is not necessary to ‘check out’ when leaving the building.
The scanner records only the ID number stored on the UniCard. This number is stored on the device with a time stamp and transferred once a day to a password-protected directory. If there is no request for tracking, the data will be deleted after four weeks. The same applies to the access forms and the documentation by superiors. It may only become necessary to link the registered ID numbers with contact details (name, address, telephone number, and e-mail address) of the relevant persons if a case of coronavirus occurs in one of the university buildings. These data will then be processed by only a very small circle of authorized persons and solely for the purpose of tracking. It is important for employees to note that there is no recording of working time or attendance control—neither via electronic scanning nor via registration with an access form.
In principle, the university buildings may be entered only through the officially opened entrances (see above). Opened emergency exits and side exits must be kept closed. The currently valid opening hours are: Monday to Friday from 6.45 to 20.00.
Sometimes you may have to wait to register—especially when trams arrive. Please be patient and keep your distance. Furthermore, it is compulsory to wear a mouth-and-nose covering in all public areas of the university.
The procedure described here is being used exclusively to track Covid-19 contacts. It is therefore limited in time and will end at the latest when the university returns to normal operation. The data processing procedure has been checked for data protection conformity. The staff councils have given their approval.
An additional procedure will be established in the winter semester for registering students onsite in courses and examinations. The previous procedure for collecting data in seminar rooms and at the learning locations will be retained independently of this. The same applies to the use of workstations in the library.
Information on the UniCard and how you can order it easily can be found here: https://www.uni-bielefeld.de/unicard/. Please use this service.
We would like to emphasize once again: We are obliged by law to register. The chosen procedure requires comparatively little effort on your part while simultaneously complying with data protection regulations. We hope that we can rely on your cooperation with this procedure. Alternative procedures would be more complicated for you, especially for superiors, who would then continue to be responsible for keeping attendance lists.