Mobile working and teleworking

The agreement concerning mobile working and teleworking enters into force on 1 April 2023. The agreement permanently establishes the option of mobile working following the pandemic and updates the framework for teleworking.

Mobile working

What is mobile working?

The definition of mobile working is that you (as a staff member) undertake your official activities at a location away from the university, and do so

  • for up to 30 % of your individual weekly work hours in a calendar half-year
  • for a fixed period,
  • on the basis of an application for mobile working that is approved by the university,
  • using university IT equipment.

You may make full use of the approved hours, but you do not have to.

Who can apply for mobile working?

Employees covered by collective agreements and civil servants with the exception of professors may apply for mobile working. Staff members who are in training (i.e. apprentices and civil servants in traineeship (subject to revocation)) cannot apply for mobile working.

What conditions apply to mobile working?

For staff members to take part in mobile working

  • the job must be suitable,
  • there must not be any conflicting official interests,
  • the staff members must receive training in security and occupational health and safety at work (Section 12 ArbSchG [occupational safety legislation]) before the start of mobile working.

For what length of time and how many hours a week can I apply for mobile working?

As a rule you can only apply for a period of up to three years. Mobile working is permitted for up to 30 % of your individual weekly work hours in the calendar half-year.

How do I apply for mobile working?

You can apply for mobile working using the Application for mobile working/teleworking. Once you have completed and signed the form, pass it to your immediate supervisor, who will check if there are conflicting official interests. Then the management of the organisational unit will review the application. After that, please send it to your personnel officer.

How do I apply for mobile working if I work for several organisational units or different ones?

If you are employed by more than one organisational unit, please send a separate application to each one.

Can I combine mobile working and teleworking?

Yes, you can, for up to a maximum of 80 % of your regular weekly work hours. You can flex the location of your teleworking using part of your mobile working time. Or you can mix time teleworking with time mobile working. Please note: if you combine mobile working and teleworking, you must work at least 20 % of your regular weekly work hours at your place of employment in the university.

Who checks and approves mobile working?

Your application for mobile working is checked by

  • your direct supervisor,
  • the management of your organisational unit,
  • Division 1 – Personnel/Organisation.

If additional workstation equipment is necessary, the person in charge of the finance department also gives his/her opinion. 

What equipment is provided for mobile working?

For access to official data (inc. network storage, email, eAkte) the university provides staff with the mobile information and communication technology that

  • is necessary for fulfilment of their official duties, and
  • meets the requirements for data protection and information security.

Can I stop mobile working before the agreed end?

Yes, you can stop mobile working at any time without giving reasons. If you want to do this, please inform your direct supervisor in writing and also notify Division 1 – Personnel/Organisation.

Teleworking

What is teleworking?

The definition of teleworking is that you (as a staff member) undertake your official activities at home, and do so

  • for parts of your individual weekly work hours,
  • for a fixed period,
  • on the basis of an application for mobile working that is approved by the university,
  • using university IT equipment.

Teleworking may be arranged for up to 80 % of the normal weekly work hours. You may make full use of the approved hours, but you do not have to.

Who can apply for teleworking?

Employees covered by collective agreements and civil servants with the exception of professors may apply for teleworking. Staff members who are in training (i.e. Azubis and civil servants in traineeship (subject to revocation)) cannot apply for teleworking.

What conditions apply to teleworking?

For staff members to take part in teleworking

  • the job must be suitable,
  • there must not be any conflicting official interests,
  • the staff members must receive training in security and occupational health and safety at work (Section 12 ArbSchG [occupational safety legislation]) before the start of teleworking.

For what length of time and how many hours a week can I apply for teleworking?

As a rule you can apply for

  • a period of up to three years and
  • up to 80 % of your normal weekly work hours. 

How do I apply for teleworking?

You can apply for teleworking using the Application for mobile working/teleworking. Once you have completed and signed the form, pass it to your immediate supervisor, who will check if there are conflicting official interests. Then the management of the organisational unit will review the application. After that, please send it to your personnel officer.

How do I apply for teleworking if I work for several organisational units or different ones?

If you are employed by more than one organisational unit, please send a separate application to each one.

Can I combine teleworking and mobile working?

Yes, you can, for up to a maximum of 80 % of your regular weekly work hours. You can flex the location of your teleworking by using mobile working time. Or you can mix time teleworking with time mobile working. Please note: if you combine mobile working and teleworking, you must work at least 20 % of your regular weekly work hours at your place of employment.

Who checks and approves teleworking?

Your application for teleworking is checked by

  • your direct supervisor,
  • the management of your organisational unit,
  • Division 1 – Personnel/Organisation.

If additional workstation equipment is necessary, the person in charge of the finance department also gives his/her opinion. 

Can I apply for equipment for my teleworking workstation?

Yes, you can. The university provides the necessary equipment for the teleworking workstation. This is done in agreement with you

  • and in accordance with the requirements of the Arbeitsstättenverordnung [Workstations Ordinance],
  • with prior consultation with the organisational unit,
  • with the provision of the necessary resources.

You may on request use your own furniture.

How is my home office checked to see if it is suitable for teleworking?

The university Health and Safety Unit checks this using the Gefährdungsbeurteilung für einen Telearbeitsplatz. Please complete the form and return it together with photographs of your home office by email to your personnel officer:

Summary of responsibilities for employees covered by collective agreements

Summary of responsibilities for civil servants

The photos must show the following:

  • Teleworking desk
  • office chair
  • Person sitting at the workplace

What happens if approval of teleworking is not given promptly?

In this case you should apply for mobile working for the transitional period; this can be checked and approved at short notice.

I already have approval for teleworking. Do I have to do anything by 1 April 2023?

Approvals that are set to run beyond 1 April 2023 remain valid. You only have to make a subsequent application if your previous application expires or if there are changes to your home office.

Can I stop teleworking before the agreed end?

Yes, that is possible. Apply in writing with the positive or negative opinion of your supervisor to Division 1 – Personnel/Organisation.

Working time/Time recording

How do I record my telework/mobile work in Smart Time?

Telework and mobile work are not recorded separately in the time recording system. Please use Smart Time to record the time you start or stop working online.

Is the travel time from the mobile or home workplace to the workplace at the university working time?

The time spent commuting between the home workplace and the university workplace is not working time. You must log out when leaving either workplace.

Data protection and information security

What do I have to do about data protection?

If you process personal data when mobile working or teleworking you must organise your mobile workstation or teleworking workstation so as to prevent unauthorised persons from having physical, visual or electronic access to the personal data. This also applies to the electronic transmission of personal data. You can find further helpful information in the Instructions concerning data protection and information security for mobile working and teleworking.

What does "protection level" mean and who sets it?

The protection level of relevant personal data is determined using a protection level concept (Levels A – E). 
Therefore, before you commence mobile working or teleworking, you and your supervisor will together look at the personal data that needs to be processed at a workstation outside the university. Then you must take suitable measures in order to protect the data, taking the recommendations for protection levels from the instructions into account. Ideally you should document these measures.

Security / health and safety at work

Who offers training on security and health and safety at work?

The university Health and Safety Unit offers regular training courses on security and health and safety at work. You can find a list of current dates in PEOE.IP.

What is the deadline for my taking part in training?

You must complete training by the start of mobile working or teleworking. By signing the application for mobile working/teleworking you confirm that you have taken part.

(Changed: 19 Jan 2024)  | 
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