FAQs

Below you will find frequently asked questions and answers about Mobile Working (with references to the relevant sections of the service agreement). The service agreement on Mobile Working with all appendices can be found under Forms for download.

 

What does Mobile Working mean at Paderborn University? (cf. §2)

Mobile Working occurs when the employee performs his/her work outside the office from a location of his/her choice or a location agreed with the employer.

 

Who is eligible for Mobile Working? (cf. § 1, 3 and §4)

In principle, all employees of the Paderborn University are eligible to participate in Mobile Working, with the exception of trainees. The tasks to be performed by the employee through regular Mobile Working must be suitable for this purpose. As a rule, only those tasks that can be performed independently outside the workplace are suitable. The employment contract together with the job description (see Appendix 2: Examples of activities that are not suitable for Mobile Working) is decisive for assessing whether suitable activities are being performed. In order to participate in Mobile Working, the employee must apply for it; there is no legal entitlement to Mobile Working. Participation is subject to the condition that working procedures are not disrupted by Mobile Working. 

 

How can I apply for Mobile Working? (cf. § 3 and 5)

Employees must apply for Mobile Working to their supervisor (form Appendix 1: Application).

The supervisor can approve the application:

  • If the employee and his/her immediate supervisor agree, they conclude an individual agreement (Form Appendix 3: Individual Agreement). The supervisor sends this individual agreement in signed paper form to the Human Resources section. In the case of exclusively situational Mobile Working, the agreement remains at the respective institution and must be documented there.
  • In the event of disagreement, a conciliation meeting must be held (see FAQ " What can I do if my supervisor rejects my request (either partially or fully)?"). 

 

How do I deal with changes to my Mobile Working days due to changed timetables during the semester?

In academia in particular, changes to timetables during the semester can lead to changes in regular mobile days. To avoid the need for repeated adjustments to the individual agreement, it is recommended that all weekdays be marked with a cross and a comprehensible explanation be added, stating that the weekdays may change as required, but that the agreed XX% of working time will be adhered to overall.

 

What percentage of my working hours can I work remotely? (cf. §3)

Regular Mobile Working should not exceed 40% of the contractually agreed working time. In individual cases, this principle may be deviated from by agreement between the employee and his/her immediate supervisor. Regardless of regular Mobile Working, situational Mobile Working may be agreed. Situational Mobile Working must be limited to the extent necessary in each case.

 

What does situational Mobile Working mean? (cf. §3 and §4)

In addition to regular Mobile Working, there is situational Mobile Working, i.e. Mobile Working in irregular cases of need. Situational Mobile Working is possible for exceptional work-related reasons (e.g. exceptional work assignments) or in exceptional personal and/or family situations. 

An individual agreement (Appendix 3) is also required for participation in situational Mobile Working.  In the case of a regular 5-day week, situational Mobile Working may take place on a maximum of 30 days per year. In special cases, the maximum limit may be extended to 50 working days with the consent of the respective staff council. This maximum limit must be converted accordingly for other work arrangements. Employees who participate in time recording via ATOSS then apply for the individual situational days in ATOSS. All other employees apply for situational days informally (e.g. by email) to their respective supervisor.

 

What can I do if my supervisor rejects my request (either partially or fully)? (cf. §5)

If the supervisor intends to reject the request or only approve it partially, a conciliation meeting with the Staff Development, a member of the relevant staff council, the Equal Opportunity Officer and, if applicable, the Representative for Severely Disabled Employees is held. For this reason, the supervisor is obliged to forward any intended (partial) rejection to the Human Resources section within one week (after the employee has submitted the request). If, after the meeting, the immediate supervisor still intends to (partially) reject the application, he/she should forward the employee's application with his/her statement to the section Human Resources immediately. The (partial) rejection of an application is the responsibility of the Human Resources section.

 

What should I do if I encounter technical problems or system malfunctions while working remotely? (cf. §4 and §6)

If technical problems/system malfunctions occur, the further proceeding must be coordinated with the responsible IT unit and the supervisor. If the work cannot be carried out, it is necessary to return to the office. 

 

Where can I work remotely? (cf. §6)

Workplaces for Mobile work can be any place in Germany outside the university. There are no specific workplaces designated for mobile work; rather, they can be chosen at will. Workplaces must be suitable for carrying out all aspects of the work in terms of its content, scope and quality.

 

Can my supervisor order me to be present at the office even though I am approved for Mobile Working? (cf. §6)

If there are important urgent work-related reasons, the supervisor may, after weighing up the interests of the employee, require the employee to be present at the workplace on the day of Mobile Working if the work-related reasons outweigh the employee's interests (e.g. covering for someone else who is normally present). Work-related appointments or events requiring attendance always take precedence.

 

Will I be provided with the necessary work equipment for Mobile Working? (cf. § 9)

The necessary work equipment for Mobile Working, such as laptops, will be provided as required after consultation with the supervisor. The workstations are provided by the employee. The employer will not reimburse any share of rent or ancillary costs, including for private telephone and data connections.

 

What do I need to bear in mind with regard to occupational health and safety? (cf. §6)

Occupational health and safety regulations must also be observed when working remotely (see Appendix 4), in particular:

  • Carrying out risk assessments
  • Instruction of employees on safety and health protection at work
  • Checking the work equipment provided in accordance with the Industrial Safety Ordinance
  • Offering occupational health care for working safely with display screen equipment

 

What regulations apply with regard to working hours and availability? (cf. § 7)

Employees must comply with the applicable working time regulations, including breaks and rest periods. Service hours are agreed between the employee and the supervisor (see Appendix 3) during which the employee must be available by telephone and/or email. Service hours do not have to correspond to the entire working time. Time spent travelling between mobile workplaces and the employer is neither working time nor business travel. Private interruptions to work (e.g. shopping) do not count as working hours.

 

How do I record my working hours when I work remotely?

Employees who participate in time recording via ATOSS can record their working hours via special bookings in the context of Mobile Working.

 

Are accidents during Mobile Working considered work accidents? (cf. § 8)

Accidents during mobile work at mobile workplaces may be considered occupational accidents depending on the individual case. Any accident that occurs during Mobile Working must be reported to the employer (Human Resources section).

 

What do I need to bear in mind with regard to confidentiality, data protection and information security? (cf. § 10)

The GDPR, DSG NRW and all other relevant regulations and concepts apply to the protection of confidential information and personal data. The relevant provisions on confidentiality, data protection and information security must be explained to the employee. This is usually done by the supervisor, who is responsible for ensuring compliance with the provisions. The "Data Protection Handout on Mobile Working" provided and the services offered by Paderborn University’s Information Security Team and the Data Protection Officer serve as support. Employees must ensure a secure working environment and prevent unauthorised access by third parties. The security measures set out in Appendix 5 and the provisions of the individual agreement must be observed. Security incidents must be reported immediately in accordance with the reporting process (see Appendix 5). Violations of theses regulations may result in exclusion from Mobile Working.

 

If you have any further questions about implementing Mobile Working, please contact the Human Resources section.