Information for students and faculty
Teaching in the 2020/21 winter semester
‘Hybrid semester’
Originally, the University of Cologne planned for a so-called hybrid semester consisting of a mix of classroom and virtual teaching starting in November. The current developments and the exponentially increasing numbers of coronavirus infection unfortunately do not allow for this. The corona pandemic must first be further contained. The following therefore currently applies:
State regulations de facto prohibit face-to-face teaching until 31 January 2021.
In individual cases, however, it is permissible to hold a face-to-face event if it cannot be held either without attendance or postponed to a date after 31 January 2021 without serious disadvantages for students.
The Faculties are now examining on a case-by-case basis which courses fulfil the exceptional circumstances and can therefore be held face to face. Students will be informed as soon as possible.
It is not possible to say for sure at the moment whether these or similar state regulations will apply beyond 31 January. At present, the University is planning that at least those courses that meet the exception criteria outlined above will also be able to take place in attendance in February. The Faculties will therefore already check the fulfilment of the exception criteria for all upcoming face-to-face classroom events in February and inform students accordingly.
All courses that do not require presence should continue to be conducted virtually until the end of the winter semester.
The further decisions of the state will determine when face-to-face teaching is possible again.
Hygiene and infection protection regulations for classroom teaching
- No more than 50 persons, including teachers, may participate in a classroom course.
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In all buildings used by the University, a mouth-and-nose cover (so-called everyday mask, MNC) must be worn. This also applies during face-to-face examinations, classroom teaching, when encountering people in public traffic, and for all other activities. The University strongly urges everyone to wear a mouth-and-nose cover on the entire campus (i.e., also on outdoor areas). The MNC may be briefly removed for eating or drinking. This should be limited to necessary occasions. The MNC may only be removed if one person is alone in a room.
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Crowds of people in and in front of buildings should be avoided as far as possible through appropriate planning (e.g. distance markings, entrance regulations, etc.).
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All rooms must be aired regularly and sufficiently by their users. Events with 21 people or more may only be held in rooms where continuous technical ventilation with a high level of fresh air supply is possible. Classroom teaching events with up to 20 people can be held in rooms aired by opening windows, which must be done regularly. The windows must be fully opened for this purpose. Teaching rooms must be aired before use, especially if other people used the room before, and then at regular intervals for 3 to 10 minutes by fully opening the windows to let in a surge of fresh air. Intervals of no more than 20 minutes are recommended.
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The regulations for contact tracing in accordance with Section 2a of the Corona Protection Ordinance must be observed for every occasion of a person’s presence at the University. This includes in particular the correct recording of the contact data necessary for infection tracing (name, address, private [and work, if applicable] phone number). Students are requested to enter the relevant data in KLIPS 2.0 (instructions). Electronic data storage is only permitted with the consent of the persons concerned.
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For each classroom teaching event, a ‘Corona Risk Assessment’ must be prepared and filed by the lecturer. Further details are regulated by the deans or the managers of the central institutions that offer classroom teaching.
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In the case of practical courses involving laboratory activities, in particular those involving hazardous substances, bio-substances, genetically engineered organisms and radioactive substances, the protective measures against the corona virus SARS-CoV-2 must not conflict with other necessary and established protective measures. The standard version of the Corona Risk Assessment stipulates that MNCs are not required in the lab, provided that the minimum safety distance is maintained, the rooms are sufficiently technically ventilated and there is no danger of exposure to hazardous or bio- and other substances. If, when preparing the Corona Risk Assessment, the head of the working group comes to the conclusion that the risk of infection by not using MNCs is higher than that caused by the substances used, suitable MNCs can also be worn in labs. The template for the necessary Corona Risk Assessment is available on the website of Staff Unit 02.2.
In cases of doubt, the University urges you to consult Staff Unit 02.2.
Carrying out excursions
Only field trips/excursions that are obligatory according to the examination regulations and that do not lead to a country that is a high-risk area at the time of departure are permitted. For all phases of an excursion, the corona rules according to the laws of the federal states visited apply. This concerns, for example, the permitted group size in public places, the rules in public transport, in museums, restaurants, hostels, etc. Excursions require authorization by the dean on the basis of a hygiene concept and a corona risk assessment; the decision must be documented and cannot be delegated. Contact tracing (simple traceability according to Section 2a CoronaSchVO NRW) must be ensured. Further details can be found in the Recommendations for excursions/field trips (PDF).
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Examinations in the winter semester 2020/21
Examinations at the University of Cologne are conducted in various formats, among others as online exams via ILIAS and – in well-justified and exceptional cases – as attendance exams. Students are notified of the times and dates of exams at least two weeks in advance.
Face-to-face examinations and preparatory measures for them are only permissible until at least 31 January 2021 if they cannot be postponed after 31 January 2021 for legal or factual reasons or if the postponement is unreasonable for the examinee.
The Faculties will check promptly on a case-by-case basis which examinations and preparatory measures fulfil these exceptional circumstances and can therefore be carried out face to face, and will inform students accordingly.
Since it is also not possible to say for sure whether these or similar state regulations will apply beyond 31 January, the University assumes that at least those examinations that meet the exception criteria outlined above will also be able to take place face to face in February.
The Faculties will therefore check the fulfilment of the exception criteria for all upcoming face-to-face examinations in February as well in a timely manner and inform students accordingly.
However, whether they can actually be carried out face to face also depends on the further regulations of the state.
The further decisions of the state will determine when face-to-face exams are possible again.
Hygiene and infection protection regulations for face-to-face examinations
- Exams are only carried out with personal attendance if no alternatives are possible.
- When conducting attendance examinations, the University’s Hygiene and Protection Directive must be observed. Responsible behaviour by each individual and adherence by all to important rules are urgently required in order to protect your health and that of everyone else present.
- A mouth-and-nose cover must be worn in all rooms used by the University of Cologne. This applies for the entire duration of the examination both for students as well as invigilators. It may only be raised for the purpose of eating or drinking. Please bring your own mouth-and-nose cover with you to the exam.
If students are unable to wear a mouth-and-nose cover during an attendance examination for medical reasons and can substantiate this with a medical certificate, they must please contact the Examination Office responsible immediately and in good time so that an individual solution can be found.
The hygiene and infection protection measures of the University of Cologne must also be observed in cases where an individual solution is found, and everybody’s health must be protected. For example, when an exam is taken in a separate room, students must also wear a mask to protect the other people present. We ask for your understanding that arranging solutions for individual cases is complex and can require some time.
- Contact tracing in the form of special traceability according to Section 2a of the Corona Protection Ordinance (CoronaSchVO NRW) must be ensured for every face-to-face examination. This is the case if, in addition to the recording of contact data, a seating plan is prepared documenting which candidate sat where.
- All participants must maintain a minimum distance of 1.5 metres. This is ensured during the exam itself by removing chairs and tables. The seats that students may occupy are marked. All students are requested to occupy only the designated seats in the lecture theatres/seminar rooms and to make sure they always maintain the minimum safety distance before, during and after the examination.
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Contact tracing in the form of special traceability in accordance with Section 4a CoronaSchVO NRW must be ensured for every face-to-face examination. This is the case if, in addition to the collection of contact data, a seating plan is prepared that documents which examinees sat where.
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Examinees must be informed of the examination date at least two weeks before the examination.
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Spectators are excluded from examinations.
- All students participating in attendance examinations at the University of Cologne are urgently requested to inform the university immediately if they test positive for the coronavirus within two weeks after participating in such an examination. They are obliged to provide this information both to the Examination Office responsible for their exam as well as the information office of the university’s Crisis Management Team (info-praevention
verw.uni-koeln.de).
Presence examinations after entry from high-risk areas:
- Students who want to come to the university in the 10 days after entry from an international high-risk area as defined by the Robert Koch Institute have to observe two things: firstly, the regulations of the State of North Rhine-Westphalia for persons entering from high-risk areas and, secondly, the regulations of the University regarding the house ban after entering from high-risk areas.
The regulations of the state of NRW are specified in the current Corona Entry Ordinance, which is available here: https://www.mags.nrw/coronavirus-rechtlicheregelungen-nrw
Independent of this, the house ban regulations of the University must be observed:
Persons who enter Germany from international high-risk areas as defined by the Robert Koch Institute are not allowed to enter the University of Cologne for 10 days after entry, regardless of the duration of their stay and whether they exhibit any symptoms. They are banned from the University of Cologne (grounds and buildings).
- For students, the following exception applies: Students are exempt from the house ban once and exclusively for taking study-related examinations if they present a negative coronavirus test issued to them in German, English, or French to the responsible examination office. The test must meet the requirements for recognition as a molecular biological test for SARS-CoV-2 (in particular: PCR procedure from an EU country or a country designated on the RKI website). The test must not be older than 48 hours at the time of entry into the Federal Republic of Germany or it must have been performed at the time of entry.
Students who have stayed in a risk area during the 10 days prior to the date of an attendance examination and who wish to take that exam must contact the Examination Office responsible for their exam as early as possible. The Examination Office then checks first of all whether the forthcoming exam can be taken in a digital format.
If this is not possible, the attendance examination applies and in order to be able to participate in it the students concerned must present a negative coronavirus test result in English or German that is no older than 48 hours at the latest when entering the exam room. It is also possible to send the negative test result by email to the Examination Office in good time before the start of the examination. In any case, we recommend that you have proof of your negative test result with you when you come to the exam.
The University of Cologne does not bear the costs for testing. If students are unable to present a negative test result, the house ban continues to apply for them, and they will not be able to participate in the examination.
The high-risk areas are identified by the Robert Koch Institute. The list is regularly updated. Please get the latest information!
Regulations pertaining to legal aspects of examinations and status
- In consultation with the Faculties, the Rectorate has adopted regulations on the legal status of students and the legal aspects of examinations. These are based on the Corona Epidemic University Ordinance of the Ministry of Science and Culture of North Rhine-Westphalia, which allows universities to establish rules that deviate from their regular examination regulations. The regulations can be found in the Amtlichen Mitteilungen (Official Notices of the University), here (PDF, German only), here(PDF), here (PDF), here (PDF) and here (PDF).
- The above-mentioned regulations concerning the legal aspects of examinations stipulate, among others, that examinations taken and failed between 1.4.2020 and 31.12.2021 are considered not to have been taken. This does not apply to examinations failed due to an attempt at cheating. Also excluded are final theses including focus seminars in the first examination in accordance with the Legal Training Act of North Rhine-Westphalia (DRiG/JAG NRW) as well as the equivalency examinations within the framework of the model study programme in human medicine. The resolution regarding this decision will be published promptly in the University’s Amtliche Mitteilungen.
Theses (Bachelor’s and Master’s)
As far as possible, theses (Bachelor’s and Master’s) should be completed from home.
Due to restrictions as a result of the coronavirus, the Examination Committee responsible can also extend the deadlines for the submission of theses beyond the maximum deadlines set down in the examination regulations.
By way of deviation from the rules in the respective examination regulations, the submission of a read-only electronic version to the office responsible is sufficient for the punctual submission of the thesis. If their examiner requests, students must provide a printed version. In addition, the Examination Office responsible may demand that the number of printed copies stipulated in the examination regulations be submitted afterwards, as well as a personally signed statement in lieu of oath, as soon as this is possible.
Students who, as a result of the measures implemented, also have problems completing their thesis, should contact the Examination Office/Examination Committee responsible in order to find a solution.
Cases of hardship
The offices in charge at the Faculties will find solutions in cases of hardship.
State examinations
This decision does not apply for state examinations, as these are subject to the supervision of the state examination offices.
Libraries
The University and City Library of Cologne (UCL) as well as some specialised libraries offer a restricted borrowing service, while adhering to the applicable hygiene and infection protection rules. Please see the UCL website for further information.
State regulations currently prohibit working in libraries at present.
Standard period of study (Regelstudienzeit) increased
In order to compensate students for the disadvantages of the pandemic, the state government has increased the individual standard period of study (Regelstudienzeit) by one semester for all students enrolled in the 2020/21 winter semester, as it has already done for the 2020 summer semester. For students who were already enrolled in the 2020 summer semester, the individual standard period of study will therefore be increased by two semesters.
Further pastime activities
Recreational activities, such as university sports, music rehearsals, or theatre, are still not possible.
Frequently Asked Questions
How are events organized in which physical presence is necessary, for example laboratory training?
The university headship and the Faculties have developed a concept for the gradual resumption of individual face-to-face events requiring special laboratory or work rooms, subject to special hygiene and protective measures. You will receive the necessary information from your Faculty in good time.
Will the remonstration deadline be postponed for written exams because it is currently not possible to inspect them?
The specifics of the restrictions imposed by the coronavirus epidemic must also be taken into account when carrying out and setting deadlines for the inspection of examination documents. Inspection of files may also be granted by electronic means. If you have any questions or concerns, please contact the responsible examination office.
How is teaching guaranteed for students with a high health risk? When classroom teaching starts again, these students will still have to avoid the large groups in lectures and the public transport to the university.
If the general health situation should allow a return to classroom teaching, it will also be made available online for the entire semester. Students will thus still be able to avoid large groups.
In addition, we have added belonging to a high-risk group to the list for possible compensation for disadvantages. In this case, an application must be submitted to the examination committee, which then makes the decision.
What happens if I forget to upload a completed assignment on time because I have too many things to upload on different platforms?
Please make an effort to obtain clear information early on, i.e. in the first two weeks of the semester, so that you can ask in good time if you do not feel sufficiently informed or have not yet received any information on examinations. Take part in online courses so that you can obtain important information about the course schedule and the examination modalities that are announced there.
If something is unclear to you, please contact your lecturer, but please also understand that the rapid transition to online teaching is also challenging for lecturers. The entire university community should take into account the special circumstances caused by the coronavirus epidemic this semester. Your cooperation and personal responsibility as a student are irreplaceable.
What should I do if I can only attend online seminars, lectures, or exams to a limited extent due to technical problems (weak Internet, lack of digital equipment)?
The special circumstances caused by the coronavirus epidemic will be taken into account appropriately in all matters this semester, including the technical aspects of online teaching. If you have technical problems (no Internet, lack of work equipment) when attending courses and especially when taking exams, please inform your lecturer immediately.
If you encounter technical problems in an examination for which you are not responsible and which prevent you from taking the examination, please inform your examiner and the responsible examination office immediately.
Please make every effort, as far as you can, to create the necessary technical conditions to take part in online teaching.
Even in this special situation, why are lecturers not allowed to upload and make available entire books on platforms for legal reasons?
Copyright remains unaffected even in this situation and must be observed by the lecturers when providing material for the courses. The USB provides many textbooks as eBooks and has reacted immediately to the closure with a large investment into eBooks. From 27 April 2020 the loan and return service of the USB have started again. You can find more information on the homepage of the USB.
Where can I find information on assistance with stress?
How is privacy protection guaranteed when using Zoom for teaching events?
In the current corona situation, the University of Cologne has decided to use Zoom in teaching, research, and administration – for a limited period. The decision to use Zoom was made by the Rectorate together with the Faculties, since Zoom has proven to be a very powerful video conference system. In addition to Zoom, numerous other tools are used in digital teaching.
The use of Zoom was evaluated in terms of data protection law before it was purchased. Data processing is carried out in accordance with and on the basis of the General Data Protection Regulation (GDPR), the NRW Data Protection Act and other applying data protection regulations.
In the media coverage of Zoom in recent weeks, various references have been made to security gaps, which do not, however, directly affect the UoC’s contract with Zoom. Some of the security loopholes can be avoided with the help of appropriate settings. Zoom has also responded to criticism, corrected technical errors, corrected individual statements, and adapted its data protection guidelines.
The DFNconf service is still available for particularly confidential occasions. Members of the university can also use this service to conduct video conferences free of charge and without additional registration.
On the homepage of the University of Cologne, there are also detailed notes on the terms of use, data usage instructions and data protection information for the use of Zoom available.
What if I did not take the examination and thus failed?
The Rectorate has decided that withdrawal from an examination is permissible without giving reasons up to the start of the examination; missing an examination is to be regarded as a justified withdrawal without loss of entitlement to the examination. This does not apply to final examinations, including focus seminars in the first examination in accordance with the Legal Training Act of North Rhine-Westphalia DRiG/JAG NRW. Delays caused by this are at the expense of the student.
Will the standard period of study be extended due to the corona epidemic?
The individual standard period of study is increased by one semester for all students in North Rhine-Westphalia who are enrolled in the summer semester 2020 or the winter semester 2020/21 and are not on leave of absence. For students who were enrolled in both semesters, the individual standard period of study is thus increased by two semesters.
In addition, the University of Cologne is also creating the conditions to enable students to continue and complete their studies without delay. To achieve this, all teaching is offered online this semester. Moreover, the UoC headship and the Faculties will find constructive solutions for taking examinations.
Can I get a document certifying my extended standard period of study?
For students enrolled in the summer semester 2020, the normal enrolment certificate for that semester suffices to prove the corona-related extended standard period of study. The enrolment certificates for future semesters are currently being revised to reflect different standard periods of study (depending on the study status in the summer semester 2020).
If the responsible ministries extend the corona regulation to students who started their studies in the winter semester 2020/21, these students will also receive proof of the (correspondingly) extended standard period of study.
If necessary, please use the enrolment certificate to supplement other documents (such as the Transcript of Records).
How do the special circumstances and challenges of the summer semester affect Bafög?
BAföG is regulated by the Federal government. The currently applying regulations are available on the BAföG homepage.
Information on BAföG is also available from the Studierendenwerk Köln.
Why do students have to wear a mouth-and-nose cover throughout when taking attendance examinations?
As a university, it is our utmost concern to protect the health of all students when organising and conducting all face-to-face examinations. Not only when conducting examinations, but generally, as soon as two or more persons are present in a room used by the University of Cologne, it is obligatory for all those present to protect the health of the others by wearing a mouth-/nose cover.
The mouth-and-nose cover can be briefly taken off for eating or drinking if necessary, provided that the minimum safety distances are maintained. However, removing the mouth-and-nose cover should be limited to the necessary extent.
If, for health reasons, you are unable to wear mouth-and-nose cover during an examination, please submit a medical certificate to the responsible examination office. They will seek an individual solution with you.
I belong to a risk group and cannot take part in attendance tests. What can I do?
Students who belong to a risk group or live in a household with a person who belongs to a risk group and therefore cannot participate in attendance examinations are granted appropriate compensation for disadvantages. You can apply for this in good time by submitting a medical certificate and, if necessary, further evidence to the Examinations Office responsible for your examination.
I as a lecturer cannot conduct my courses this semester. Am I obliged to offer correspondingly more semester hours per week in the next semester?
In principle, if at all possible, all courses should take place in the semester planned for that purpose. Even in the case of laboratory practicals, online materials can be used in some cases.
If courses cannot be delivered digitally and attendance of a course is not permitted, the academic staff member is not obliged to perform this part of his/her service or work. This teaching will be "made up for" in the coming semesters and will be credited to the student's teaching load.
