Service and AdviceCoronavirus: FAQs about student affairs and teaching
4 October 2021
The 2021/2022 winter semester will see a general return to work on campus.
The 3G rule (vaccinated, recovered, tested) will apply in degree-related activities.
What do I have to watch out for when I enter university facilities or events?
The central measures to prevent the spread of the coronavirus remain the obligatory distance of 1.5 metres to other persons, adequate ventilation in the buildings as well as the general hygiene rules (disinfection, hand hygiene etc.). Persons with Covid-19 symptoms, or who are in officially ordered quarantine, are prohibited from entering university grounds.
The 3G obligation (the German abbreviation for tested, vaccinated, recovered) applies to all students, teachers and others involved in on-campus classes, exams or other degree-related activities inside the buildings (not outside). This involves the duty to present evidence of vaccination, recovery or up-to-date negative test results. The 3G obligation does not apply to degree-related activities in the open air.
The use of study places and access to libraries likewise depend on the availability of evidence of vaccination, recovery or a negative test. This need not be presented when collecting and returning media in libraries.
The 3G obligation also applies in principle to on-campus examinations. It may be waived, however, if the minimum distance is observed or a mask is worn throughout.
The result of an antigen rapid test may be at most 24 hours old, and a PCR test result at most 48 hours old. Alternatively, the teacher can appoint someone to offer a rapid test to be carried out directly before the class starts under the supervision of a person familiar with the testing process. The supervisor can certify the test result. The certificate will apply for the 24 hours following the test for other university classes and events.
There is a fundamental obligation to wear a medical mask on the university’s external grounds and inside all rooms. If the minimum distance of 1.5 meters away from other persons can be reliably kept, there are exceptions from the mask mandate, including in the following cases:
- in the open air,
- at lectures/classes (masks need then only be worn until the person has taken their seat),
- for presenters while they are speaking,
- when the minimum distance is not kept outside the sporting activity (e.g. in the changing room); during the sporting activity regardless of the distance there is no need to wear a mask.
Despite a lack of the minimum distance, there is no obligation to wear a mask at examination as long as all participants, i.e. also the examiners, present proof of 3G compliance.
Will my contact details be recorded when I visit university premises and attend events?
The Corona Ordinance on Degree-related Operations requires the university to collect the following details from all visitors, users and participants at events: first and last name, address, date and time of presence, and telephone number. The duty to record data covers all on-campus classes/events and other forms of degree-related activity, along with the use of student study places. In the case of regular lectures, your contact details have to be recorded for each one and on every single occasion. When using libraries and archives, your contact details must also be recorded unless you are just collecting or returning media.
This documentation is meant for tracing possible chains of infection and must be kept for four weeks. Then it has to be destroyed or deleted in conformity with privacy law (e.g. in data protection containers). In order to make it easier, there are now forms for collecting contact details, which visitors, users and participants will fill out at the respective event.
Collecting contact details will, however, not take place in paper form but electronically, wherever possible, through scanning a QR code when entering the premises. Every user, visitor or participant at an event is obliged, on entering a room with electronic contact data collection, to carry an electronic device with a scan function, e.g. a smartphone, using it to scan the QR code and enter their aforementioned contact details in the relevant fields.
Checking on 3G compliance will only take place through presentation of certificates. For reasons of data protection the results will not be personalised, saved or recorded in writing.
Extended regular course length
For all students enrolled in Baden-Württemberg in the summer semester 2020, winter semester 2020/21 and summer semester 2021, the individual regular course length will be extended by the appropriate number of semester. For students enrolled in these semesters, the maximum length for receiving a student grant will then rise by the relevant number of semesters for all courses of study.
Winter semester 2021/2022
The current version of the Coronavirus Ordinance on Degree-related Operations issued by the State of Baden-Württemberg sets out reliable general conditions for its universities to resume work on campus on the basis of the “3G” rule – vaccinated, recovered or tested. Heidelberg University will therefore offer as many on-campus lectures/classes as possible just continue with online formats to supplement them.
How can I reach contact persons at present to ask questions about the topic of my study course?
The university administration offers the full range of services.
The Service Portal is the first port of call for information and advisory services provided by the student administration staff and course advisers for German and international students.
You can reach us by phone from Monday to Thursday between 9am and 4pm and on Fridays between 9am and 1pm on +49 6221 54-5454 and by email at email@example.com and during the personal consultation hours
Monday to Thursday, 10:00-16:00, and Friday, 10:00-14:00.
Lectures, seminars and internships
How will lectures, seminars and practicals take place?
Lectures, other classes and examinations will be generally held on campus in the 2021/2022 winter semester. Please consult the websites of your course or subjects, along with the information in LSF.
Can international students come to Heidelberg University?
Heidelberg University is an international university and explicitly invites students from Europe and the world to enrol. They should, however, respect applicable travel regulations.
What can I do if my internship is not possible, although required by the examination regulations?
Current circumstances are still making it difficult to complete internships at home and abroad. On this issue, the Supplementary Examination Regulations allow the possibility of submitting proof of achievement in alternative examination formats that both meet the subject requirements and take account of the Corona Ordinance. Please talk to your academic advisor and/or your Examinations office about this.
Can laboratory practicals be held?
Laboratory practicals can be held.
Can excursions take place?
Excursions at home and abroad (e.g. field practicals, teaching excavations) may be carried out. The “GGG” obligation (“tested, vaccinated, recovered”) applies when participants set off by car or university coach. During the trip, and also during the excursion in the open air, all participants must wear a medical mask if they are less than 1-5 metres away from each other. The regulations prevailing at the local level must also be respected.
I am a teacher and would like to organise an on-campus practice teaching session. Do I need to note anything special?
*Update* No approval by the Rectorate is necessary for holding on-campus classes. The hygiene protocol must be adhered to, a risk assessment drawn up for decentralised rooms, and a 3G check guaranteed before the class starts. A hygiene plan and a risk assessment are available for the centrally allocated rooms. Regarding the 3G verification, a mode of conducting centrally organized random checks during the event is currently in preparation.
I am a teacher and would like to hold an on-campus class at which, in view of the expected numbers attending, I can’t guarantee that they will be able to keep the minimum distance to one another in the room. How is that possible?
If the participants cannot keep to the minimum distance in on-campus classes, all of them must wear a mask including at their seat regardless of whether the class is inside or outside. The organisational implementation must be integrated into the hygiene protocol of the class.
Examination and course requirements
Will examinations be conducted?
Examinations will be conducted in principle with personal presence.
In-person examinations will be held in compliance with the relevant rules for protecting against infection and for occupational safety. A hygiene plan and risk assessment must be available in each case. In the case of on-campus examinations participants may remove their mask when seated, even if the minimum distance is not kept.
The 3G obligation applies generally to examination but it can be waived if a mask is worn the whole time or the minimum distance is kept up. This must also be clearly stated in the hygiene protocol of the respective examination.
The faculty or the persons responsible for the examination shall guarantee the compliance with applicable infection protection rules, compulsory documentation and respect for the requirements of the Coronavirus Ordinance.
Digital examinations may be conducted in justified individual cases.
The currently valid Supplementary Examinations Regulations (EPO) allow for written online examinations via a learning platform (Moodle) and oral exams as video conferences.
How do I contact the examination offices?
The examination offices are available by phone or email during the usual office hours.
How can I submit exam papers and coursework?
Please submit all written exam and study assessment work to the respective examinations office or teaching staff.
I am a teacher and would like to conduct an examination. What new rules are there?
The university has extended the scope for conducting exams. Possible options include extending deadlines, as well as using electronic means to hold oral exams and submit coursework. Details may be found in the Supplementary Examination Regulations (EPO).
The State Higher Education Act (LHG) has made provision for online examinations and their special requirements (§§ 32a, 32b LHG). Regarding the holding of online examinations, please note the following:
- Oral examinations may be held as video conferences. Please make sure that the technical equipment is stable and give the examinees the opportunity to test the digital facilities beforehand. Before signing up, students must be informed about the organisational conditions and the closing date for registering. Furthermore, it must be clearly announced before the examination at what point it will be discontinued in the event of a technical disorder and what consequences will then arise (e.g. will the exam just be interrupted or need to be repeated?). Making a recording of the examination is inadmissible. The students’ identity can be checked by their showing a photo or student identity card at the start of the exam.
- Online video examinations that are not held on the university premises are voluntary and subject to the students’ agreement, i.e. a parallel offer of an on-campus examination must be kept ready, in order to give them a choice of options.
- In view of the high amount of organisation needed, the legislator advises against written examinations with video supervision. As compared with “open book exams” (writing exam papers with resources to hand), they offer no advantage relative to securing against deception and legal, technical and staffing considerations prevent their being implemented appropriately at present. “Open book exams” can e.g. be organised in various ways via Moodle.
- In order to take account of the great demand for alternative examination formats and to guarantee optimum technical stability, a special Moodle examination platform has also been set up at Heidelberg University.
What should be noted if students cannot arrive in time, or at all, for an on-campus examination for reasons connected with the pandemic?
If students cannot make it back from abroad for an on-campus examination, the problem must be examined individually in the light of the examination rules, e.g. there may be a generous interpretation of the right to withdraw or an alternative examination may be offered as compensation for disadvantage. Ideally, the dates and formats of examinations will be announced in good time to allow for compliance with entry and quarantine regulations.
Where can examinations be conducted?
Examinations can be conducted in the examination centres set up for this purpose or in the institutes’ own premises after taking precautions against the spread of the coronavirus. There must be a hygiene plan and a risk assessment; furthermore, attendance lists must be kept and duly retained. You will find all important information on the pages of the examination centres.
What should I do if I suddenly have symptoms of COVID-19 on the day of the examination?
In this case you must immediately notify the examiner/Examination Board that you wish to withdraw from the examination. Then you must present a doctor’s certificate without delay. The Examination Board will decide on the basis of the evidence and circumstances of the individual case whether the withdrawal is granted.
What must I do if I suddenly feel ill during the examination?
You must immediately notify the examiner/Examination Board that you wish to withdraw from the examination. Then you must present a doctor’s certificate without delay. The Examination Board will decide on the basis of the evidence and circumstances of the individual case whether the withdrawal is granted.
What do I do if before the examination or on the day of the examination I feel that I am not up to the strain of the present coronavirus situation and my ability to perform is reduced?
Here too it is possible to withdraw from the examination. The withdrawal must then be notified without delay to the examiner/Examination Board. A doctor’s certificate must likewise be presented. The Examination Board will decide on the basis of the evidence and circumstances of the individual case whether the withdrawal is granted.
In addition, please take note of the recommendation for action for students who contract COVID-19, or are suspected of being infected with it.
Questions specific to teacher training
To answer all questions specific to teacher training, the Heidelberg School of Education (HSE) has set up a special page that contains all official information and is regularly updated. Please consult this website for updates on the information below.
Further information on this topic can also be found on the FAQ page of the Baden-Württemberg Ministry of Education.
Registration, deregistration and leave of absence
What registration deadlines apply for current semester?
Registration deadlines for the summer semester can be found on the Student Affairs websites under registration deadlines.
On its website the International Study Centre has posted up-to-date information about the DSH (German language exam for university access) and the admission exams for pre-programme studies.
I am enrolled in a programme of scientific continuing education. Where can I find further information?
The general measures and arrangements also apply for scientific continuing education. The colleagues there will give additional information and name people to approach if you have more specific questions.
How can I pay my re-enrolment or tuition fees?
Please transfer your fees (semester contribution, tuition fees) to re-enroll (continue your studies) to the bank account below, if you have not arranged a direct debit mandate.
Baden-Württembergische Bank, Stuttgart
IBAN: DE28 6005 0101 0004 9617 81
(BLZ 600 501 01 Kto. 4961781)
Purpose: Enrolment no. and surname, first name
How and when can I get my student ID card and my Uni ID?
Your student ID card and Uni ID will be sent to you by post. In exceptional cases the Uni ID can be conveyed by other means that are legally safe. Approach the student administration about that.
Where can I validate my student ID card now?
The validation machines are accessible during regular opening hours. The validation machines in the building Seminarstraße 2 (Carolinum) are located on the ground floor, left in front of the service portal.
How can we currently obtain the discharge note from the University Library needed for the confirmation of deregistration?
Students can currently send in their applications for deregistration to the Student Administration without the discharge note from the University Library. The Student Administration staff will ask the University Library directly to grant the discharge.
I have been officially deregistered, what must I do?
Please call the Infotelefon +49 6221 54-5454 to tell the Student Administration or International Office if you wish to continue your studies.
Study abroad and ERASMUS
Is study abroad still possible as part of my degree course?
Current announcements on exchange programmes for the 2021/22 academic year are published on the website of the International Relations Division.
All students are urgently advised to follow the travel advice of the Federal Foreign Office. If you have doubts or inquiries please approach the coordinator of your exchange programme in the International Relations Division. Furthermore, we strongly recommend that, before their study abroad, all Heidelberg students register with ELEFAND (electronic list of Germans abroad), which is a precautionary list kept by the Federal Foreign Office for use in the event of a crisis.
What should I do if I have to terminate my Erasmus studies?
We need (by email) a certificate of attendance from the host university and a written statement, detailing why the Erasmus studies cannot be continued in a reasonable manner. The Erasmus scholarship will only be granted for the period of physical stay in the host country for study purposes.
Can I also continue the semester online from home?
If the host university offers this possibility, yes. The attendance certificate is evidence of the whole duration of your study period at the host university, if applicable including online periods. The Erasmus scholarship will only be granted for the period of physical stay in the host country for study purposes.
University Library, institute and departmental libraries
The University Library and its branches are open at the regular hours. The opportunities for use are oriented to the conditions of the latest Coronavirus Ordinance and the local situation. Please consult the websites of the respective libraries.
All digital offerings of the University Library continue to be available as usual. The enhanced digital offerings are being maintained in order to limit library visits to those that are necessary. The document delivery service HEDD (Heidelberg Electronic Document Delivery) is still on offer for students of Heidelberg University. The same applies to ordering books from the holdings of the University Library for members of the university with postal delivery to their homes. In addition, the library has enormously expanded its collection of e-books for students and teachers. Many publishing houses are supporting Heidelberg University during the coronavirus pandemic by activating additional or so far unlicensed content.
Social care services and funding
What assistance and support is there at the university?
The Corona pandemic is still confronting us with challenges and influencing our daily life and studies. Studying looks different at this time but does not need to become a crisis! There are a host of support programmes available to meet these challenges.
To whom can I turn with questions about financing my studies, paying my rent or if I have psychological problems?
The student services organisation (Studierendenwerk) Heidelberg offers advice and support on all questions relative to the coronavirus crisis regarding student grants (BAföG) and financing your studies. It is responsible for issues connected to accommodation and leases in student residences of the Studierendenwerk. Its services also include assistance with psychological problems or emotional stress.
I would like to offer my help. As a student, how can I contribute to coping with the present coronavirus crisis?
The Heidelberg Medical Faculty is currently coordinating the deployment of volunteers. In demand are medical students or people with nursing or paramedic training. The procedure is being coordinated by the Office of the Dean of Studies, and the contact persons are Abra.Tsolenyanu @ med.uni-heidelberg.de and Florian.Schuhmacher @ med.uni-heidelberg.de.
Students with previous health-care experience can register on the website “match4healthcare”. Across the country, this online tool will refer them to hospitals, health authorities and many other institutions. It also covers the Medical Faculty Mannheim (UMM) and its teaching hospitals.
Students without previous health-care experience can consult the websites of the City of Heidelberg and the City of Mannheim, which have posted a compilation of numerous initiatives supporting volunteers in offering their assistance.