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Infection protection concept for examinations

For the protection of all persons involved, the following binding infection protection standards and measures apply to all attendance events in the rooms of Philipps University. The measures are particularly aimed at avoiding direct infections with coronaviruses (SARS-CoV-2) through droplets or aerosols.

The following protective measures are mandatory for all retreats. Furthermore, the guidelines and implementation regulations during the Corona pandemic of the Philipps University are valid

1. Travel and path management, waiting area and contact registration

Entering, staying in and leaving event buildings and rooms must be arranged in such a way that infections are avoided. Spacing markers must be placed on the floor in the waiting area outside the seclusion room if queuing is anticipated. If there is a registration counter, the distance markings must be placed in front of it so that all retreat participants can join the queue with a distance of 1.5 m.

At the latest when entering the seclusion room, digital data acquisition for contact tracking must be carried out in accordance with the implementation regulations.

2. seating arrangement and room occupancy

All persons involved in the retreat (students, supervisors, responsible persons, etc.) shall wear a certified medical mouth-nose mask (OP masks, alternatively FFP2, KN95 or N95 masks both on all circulation areas and at the seat to reduce as much as possible any virus release into the room air by one or more infected persons.

The previous mouth-nose coverings (everyday masks) or a face visor are generally not acceptable alternatives. Mouth-to-nose masks, if not already provided, will be issued to retreatants on-site at no charge.

3. wearing of mouth-nose-masks

Masks are also mandatory during the retreat. All persons involved in the retreat (students, supervisors, persons in charge, etc.) must wear a certified medical mask (surgical masks, alternatively FFP2, KN95 or N95 masks) both in all traffic areas and on site. Everyday masks or face visors are generally not an acceptable alternative.

Students will be given a medical surgical mask to take home as part of the exam as a substitute for the mask procured for the exam itself.

4. conduct of the examination

Adequate room ventilation must be provided. If no automatic room ventilation is available, the room air must be exchanged by opening windows at least every 30 minutes.

If available, the microphones in the rooms can be used for speeches by the supervisors or persons in charge. The microphones must be prepared with an anti-spit bag prior to each use. Whether the bags are available on site must be determined prior to the retreat. Alternatively, keep-fresh bags may be used.

Surface disinfection procedures will not be performed in the rooms.

The examination documents can either be laid out in advance by the examination supervisor in the examination room or handed out to the participants directly in front of or in the examination room. If there is a registration counter, it is also possible to hand out the examination documents there.

Guidelines for the organization of the retreat before and on the day of the retreat

1. preparation of the examination by lecturers and persons responsible for the examination

The persons responsible for the examination (depending on the organization in the department, the lecturers themselves or a supporting departmental institution) plan their examination according to the valid infection control measures using the attached checklist. The checklist is to be forwarded to the Dean of Studies Office prior to the retreat.

The persons responsible for the retreat have to instruct the retreat participants in advance of the retreat that the distance and hygiene rules have to be observed. In particular, the guidelines and the current, special infection-preventing requirements are relevant here, including:

  • Duty to maintain a distance of 1.5 m,
  • obligation to wear a medical mask,
  • obligation to observe the usual hygiene measures (sneezing into the crook of the elbow, etc.),
  • Behavior in front of and in the seclusion room (including registering at the counter, checking IDs, taking marked seats) and reference to any existing routing concept in the building,
  • Behavioral obligation in the event of the occurrence of relevant COVID 19 disease symptoms

If several rooms are used for a retreat, the participants are to be informed in advance about the room assignments in order to avoid searching in the building or queuing before posting on the day of the retreat.

In heavily frequented buildings, a routing concept is necessary so that participants from different retreats do not meet unnecessarily. In the lecture hall building at Biegenstr. 14, the existing route management is already signposted on site. Appropriate signage needs to be installed on site.

In the lecture hall building, barrier-free access is only possible via the main entrance. If necessary, ask people with disabilities to contact you in advance so that you can make appropriate arrangements, e.g., for seating arrangements, seat markings, or elevator use.

2. procedure of the retreat

For the preparation and follow-up of each examination, the person responsible for the examination must allow at least an additional 15 minutes for the use of the room. This required time must be indicated when booking the room.

All participants must be present at the examination building before the beginning of the examination. If there are any retreat controllers on duty for the building, their instructions must be followed. Directly in or in front of each room, the admission control of the participants (attendance check, ID check and, if necessary, handing out of the examination paper, handing over of the mask) is carried out by the examination supervisor, here you will also find the QR code for the digital contact registration.

The rows of seats in the examination room are filled from the side furthest away from the entrance door in the direction of the door, so that the participants do not have to walk past each other. Leaving out seats is not permitted. If in rows of benches it is necessary to step over people to leave the row, the participants should stay in their seats until the end of the exam.

After the end of the exam, all participants will hand in their exam paper to the exam supervisor as they leave the room individually - or place it in an appropriately marked spot. Rows will be broken up from the exit door.

All individuals will promptly exit the building via the designated exits, observing spacing rules. Outside the building, the current rules of conduct for public spaces apply (no grouping, etc.).

3. room ventilation

If there is no automatic ventilation in the seclusion room, the room must be sufficiently ventilated before the start and after the end of the seclusion. During the examination, the air in the room must be exchanged at least every 30 minutes by opening the windows (shock ventilation).

4. contact tracing

Contact tracking is mandatory and is done digitally. For this purpose, posters are displayed at the entrances of event rooms for digital and data protection compliant contact data collection via the web application The web browser of a smartphone or computer is required for use. The respective website valid for the room can be accessed via the QR code indicated on the poster or the short URL also indicated. The contact data collection can also be carried out for third parties if they do not have a smartphone or mobile computer. In case of doubt, the event management is to be consulted.

The short URL can also be written in large letters on the board if the contact data is only to be recorded in the room.