General Guidelines, Health and Safety Rules

The safety and health guidelines provide information on how to:

  • Reduce transmission of COVID-19 among the University community and visitors.
  • Maintain a healthy working, learning and living environment at the University campuses.

The following rules apply to all members of staff, vacataires, students, visitors and service providers at the University of Luxembourg.

The University of Luxembourg is subject to the laws and regulations of the Grand-Duchy of Luxembourg. These rules and regulations may differ from the ones in force in other countries. In case they differ, the rules and regulations of Luxembourg and of the University take precedence.

 

 

Last updated on 13 January 2022

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Basic Protection Rules

The University asks its staff, students, visitors and service providers to observe basic hygienic protection rules that are essential in the fight against the virus:

  • Disinfect your hands as you enter University buildings, and wash your hands frequently.
  • Observe social distancing as a matter of principle except where this obligation is lifted.
  • Wear masks, except where not explicitly required.
  • Keep track of whom you meet during the day, to facilitate contact tracing if needed.
  • Favour digital meetings when possible.
  • Air out offices and classrooms regularly and thoroughly.
  • Stay home if you don’t feel well or if you present any symptoms of COVID-19 and take a COVID-19 quick test.

 

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Vaccination

The University of Luxembourg strongly recommends its employees and students to get vaccinated. Vaccination is the best and most efficient way to protect the community from infections and heavy consequences.

If you wish to get vaccinated, you can find further information here: https://covid19.public.lu/en/vaccination.html

 

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Wearing if Masks

General guidance:

  • Please wear surgical masks that offer a high level of protection. Cloth masks are accepted. Bandanas and scarves, shields and visors do not replace a face mask.
  • Please change your masks frequently (surgical one-way masks after 4 hours or when damp).
  • Special safety rules may apply in University labs.
  • Please learn how to use your mask properly: Watch the WHO’s instruction videos for medical masks.

Rules that apply inside the University buildings:

Masks are mandatory at all times in every situation where University staff is in contact with visitors.

In University buildings and areas of University buildings that are subject to the Covidcheck regime the wearing of masks and social distancing is not mandatory by law. However, the University strongly recommends the continued wearing of masks and the continued observing of social distancing in shared spaces.

In University buildings and areas of University buildings that are not subject to the Covidcheck regime, masks are mandatory at all times in all shared spaces (reception areas, elevators, toilets, copy machines and printer areas, corridors and floors, kitchenettes etc).

Rules that apply in the classrooms:

  • Masks are mandatory for students at all times in the classrooms.
  • Teachers who are fully vaccinated and teachers who have recovered from a COVID-19 infection can choose to either wear a mask or not during teaching. Teachers who are not vaccinated are required to wear a mask in the classroom.

Rules that apply at public gatherings:

  • Masks are mandatory at public gatherings if social distancing cannot be ensured or as of a certain number of attending persons - please refer to the section “Meetings and events”.
  • At meetings and events organised under the Covidcheck regime, there is no legal requirement to wear masks and observe social distancing. The University recommends however to continue wearing masks and to socially distance (see below).

 

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Social Distancing

General guidance

Social distancing is a core measure to prevent the spread of COVID-19. Please observe social distancing as a matter of principle except where this obligation is explicitly lifted.

Rules that apply during Teaching:

During classes, all available seats can be used in classrooms.

 

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Testing for COVID-19

Frequent testing protects the community and is encouraged by the University.

Staff members

The University recommends teachers and vacataires to perform self-tests at least twice a week if they attend in-person classes. 

The University also recommends self-testing to staff members who are in regular and extensive contact with the public (i.e front desk activities, SPAs, SEVE), as well as to staff members who were in contact with a staff member who tested positive for COVID-19.

Tests are made available at the receptions during normal business hours.

Students

The University recommends students to perform a quick self-test at least twice a week. Test kits are made available to students; distribution is handled through the receptions at normal business hours. If your antigen self-test is positive, please follow the safety protocols in case of COVID-19 as indicated below.

The University does not provide PCR tests. Please refer to https://covid19.public.lu/en/testing.html

 

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Safety protocols in case of COVID-19

If a person is tested positive for COVID-19:

  • Please call and inform 466644 5555 in case you test positive and contact healthinfo@uni.lu to provide follow-up information.
  • Self-isolate immediately (stay at home, no contact with other persons, surgical mask compulsory in the presence of others).
  • Please provide 46 66 44 5555 or healthinfo@uni.lu with a list of your high-risk contacts at the University over the past 48 hours before symptoms (or 48 hours before the date of your test if no symptoms occur until the date of the results).
  • Please follow the procedure indicated here: https://covid19.public.lu/en/contact-tracing.html and inform the health authorities that you tested positive.
  • Contact your high-risk contacts (more than 15 minutes close contact at less than 2 metres distance, without or with incorrectly worn mask, car sharing without mask, meals taken with colleagues, etc.), inform them that you tested positive and that you shared their details (which should allow them to claim a test on day 6).
  • More details on isolation can be found here (EN).
  • Medical information will be treated confidentially. The University can however communicate on the occurrence of a case of infection in anonymous form to other employees/students, if necessary.
  • A person who tested positive for COVID-19 and does not respect isolation measures or a medically prescribed isolation faces fines under the law.

If a person is a high-risk contact of a positive person

  • Please check if you are high-risk: did you have exposure to the confirmed infected person for more than 15 minutes at close range (<2 metres) and without proper protection (no or incorrectly worn mask, car sharing without masks and meal with colleagues etc). Were you alerted by a confirmed positive contact of yours? Alternatively, were you alerted by the University or by the health authorities?
  • If you have declared yourself as a close contact or if another person has declared you as a close contact, you will normally not be called by the Contact Tracing team. If your email address is provided, you will in any case receive a prescription by email to perform a PCR test 6 days after the last contact with the positive person.
  • If you are not vaccinated or recovered, you will also receive a quarantine prescription. The quarantine can be ended on the 7th day, provided that a PCR test has been carried out on the 6th day after the last contact, and that this test is negative. For 7 days after the end of the quarantine, remember to self-monitor and wear a mask when in contact with others.
  • Should symptoms appear during your quarantine period or even after a negative test, you should immediately test and self-isolate without delay.
  • Further reduce social contact, observe protective measures and, if possible, work from home until your PCR test result is negative.
  • If you test positive, please follow the procedure above.

If you experience symptoms:

  • If you experience symptoms while at the University, please call the internal emergency number 466644 5555 in order to initiate the planned internal procedure (Personal Emergency Procedure).
  • Staff members or students with any symptoms of COVID-19 or who otherwise do not feel well must self-isolate and self-monitor. In case the symptoms persist, they need to call the doctor with whom they are registered here in Luxembourg or use econsult. They should not go to the doctor or to the hospitals’ emergency rooms if they suspect that they are infected with COVID-19. They should only go to the hospital emergency departments when they have a serious, non-COVID-19 related health problem. In case of an emergency, they should always call 112.

If a person in a class tests positive: 

If a person who tests positive (isolated case) attended an in-person class in the period of 48 hours prior to the onset of symptoms or prior to the test (if asymptomatic), the class continues to be held in person. Close contacts of the person who tested positive are requested to observe the legal protocol that applies to close contacts (https://covid19.public.lu/en/contact-tracing.html). The persons who are required to isolate or quarantine must not participate in the class. However, they must be offered alternative ways of following the class.

In case a person tests positive in an in-person class, the Health Directorate may request that the names, first names and telephone numbers of all other persons attending that particular class be forwarded for contact tracing purposes. Please share that list with HSSO who will transmit to the contact tracing task force at the ministry of health, on request.

If more than three persons are tested positive and if the cases are linked (for instance: attendance of a particular class) the Health authorities must be alerted and all they will provide further instructions. Persons who test positive must observe quarantine. Quarantined students must be offered alternative ways of following the class.

In case a teacher of a class is ordered to isolate or quarantine, the class switches to remote teaching for 10 days unless an on-site replacement for the teacher is designated. The 10-day period starts from the date of the last presence in class of the positive person.

Information on isolation and quarantine is available here (also in FR and DE).

If a member of staff tests positive (outside of teaching):

In case a member of staff tests positive for COVID-19, other potentially affected members of the department or team will receive guidance and instructions as per the guidelines applied by the health authorities (self-monitoring, self-isolation or quarantine).

If a tenant of a student residence tests positive: 

A tenant of a student residence who tests positive must observe the general rules applying to persons with confirmed infections (see above). 

If a COVID-19 infection is suspected or, if a student in a residence has been tested positive for COVID-19, he/she must call 466644 5555 and provide follow-up information to healthinfo@uni.lu. The person needs to self-isolate immediately and follow the legal protocol (https://covid19.public.lu/en/contact-tracing.html). Please also see the student guidelines for more details.

Fellow tenants in residences may be required by the University to quarantine, depending on the particular situation (for instance in case of shared facilities or close contact with an infected person, several tenants may be considered high-risk contacts and may be required to quarantine). In such a case, the University applies the guidelines of the national health authorities. 

 

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Work and Remote Work

Work on Campus

The University requests staff members to work on campus two days minimum a week (except for vulnerable persons as described below). This rule also applies to part-time work and is not calculated pro rata.

Line managers must ensure the organisation of teams and of their presence on campus in line with current security regulations, including in lab settings.

All tasks that require a physical presence on campus must be executed on campus.

No formal maximum occupancy rates are in force for offices. Social distancing applies as a matter of principle except where the obligation is lifted.

Remote Work

Work organisation, presence on campus and remote working must be agreed with the supervisors/managers. Line managers are responsible for setting up work schedules and team presence based on the business needs of their entity. They can organise the presence of reduced teams by day or by rotation. The personal situation of the staff member should be considered.

To ease the administrative workload of line managers, upfront approval of remote work requests in Fiori is suspended.

Vulnerable Persons

Vulnerability criteria are described here in (FR and DE).

If you believe that you are a vulnerable person in the context of COVID-19, and that your workplace requires adjustments or restrictions, please proceed as follows:

  • Please inform Human Resources at HR4U@uni.lu and provide a certificate without a medical diagnostic issued by your doctor;
  • Please inform the occupational doctor (médecin du travail) by forwarding the "Attestation of vulnerability" (in FR / DE) which has been completed by your doctor. Staff members older than 65 must use this attestation in case of other pathologies that might increase vulnerability.

You will receive the statement issued by the occupational doctor by mail together with a letter specifying your rights and obligations.

Reimbursement of Items for Home Office

Only the following items for use in home offices can be reimbursed (via a declaration of expense): paper, printer cartridges / toner / ink.

Dedicated Section on the Intranet 

Please consult the dedicated work-related section on the University Intranet (staff only).

 

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Meetings, scientific & social events

For in-office meetings, staff are advised to use a sound mix of in-person meetings and remote meeting formats that will fit team and participants’ requirements. Please use larger rooms even for smaller meetings, and air out the meeting room before and after the meeting. 

Please manage risks carefully. It is recommended to avoid in-person meetings with entire teams or management groups; this applies to on-campus and to off-campus meetings.

Visiting external parties must respect the University’s safety and distancing measures. Identities of visitors, visiting times and visited entities must be documented at the receptions so that visitors can be contacted in case infection tracing might be required.

For in-person meetings and events, the following guidelines apply:

  • Meetings of up to 10 persons: the University recommends to please wear masks and respect social distancing of 2 metres.
  • Any gathering between 1 and up to and including 20 people is subject to the condition that participants wear masks and observe a minimum distance of 2 metres.
  • Alternatively, meetings with between 10 and 20 participants can be held under a Covidcheck 2G+ regime.
  • Any gatherings with an attendance of 21 to 200 persons must be held as Covidcheck 2G+ events OR all participants must wear a mask, be seated and observe a minimum distance of 2m.
  • Gatherings of more than 200 people are prohibited except with the explicit authorisation of the Health Directorate and with a specific sanitary concept.
  • For any event where the attending participants may move (for instance an exhibition), the wearing of masks is mandatory, independently of the number of participants.
  • All “non essential”, events (peri- and extracurricular, sports and cultural events) must be organised under the Covidcheck 2G+ regime.
  • Covidcheck 2G+ events are accessible only to persons
    1) with a valid Covidcheck certificate or QR code that certifies that the person has received a booster vaccination,
    2) with a valid Covidcheck certificate or QR code established less than 180 days ago and certifying that the person is either fully vaccinated or recovered from a Covid infection
    3) with a valid Covidcheck certificate or QR code established more than 180 days ago and certifying that the person is either fully vaccinated or recovered from a Covid infection AND who have a valid negative PCR Test or certified negative quick test or perform a negative self-test on the spot,.

Catering at meetings is not permitted, except if they are organised under Covidcheck regulations.

 

Doctoral Thesis Defences

Doctoral thesis defences can be organised at the University, with the maximum of participants depending on the COVID-safe room capacities and provided the safety measures and distancing described in the above rules are observed. More information is in the quick guide for online/semi-online PhD defences.

 

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CovidCheck at the University

Events that are deemed “non essential”, such as conferences, cultural events, sporting events, must be organised at the University under the Covidcheck regime.

The Covidcheck regime does not apply to teaching activities. 

Events organised under Covidcheck regulations must respect the following conditions, as set out in the law:

  • They are exclusively reserved for participants who are able to prove, through the Luxembourg Covidcheck Certificate (or a similar recognised international certificate) that they are either fully vaccinated or have recovered from a COVID-19 infection plus do a rapid test on site. People with a booster vaccination as well as people with a certificate of fulls vaccination or recovery that were established less than 180 earlierare exempted from doing the rapid test on site; 
  • The perimeter of the event is limited and access to the event is controlled;
  • The event is notified to the Direction de la Santé of the Luxembourg Ministry of Health as well as to event.request@uni.lu.

During events that are organised under the Covidcheck regime, the wearing of masks and the obligation of social distancing remains recommended. For events organised under the Covidcheck regime, maximum COVID-safe room capacities DO NOT apply (i.e. meeting rooms and auditoria can be used to their full pre-COVID capacity).

The organiser of the event must ensure that the above-mentioned conditions are met.

Covidcheck at the workplace

As of 15 January 2022, and until at least 28 February, a Covidcheck 3G regime is mandatory at the workplace in Luxembourg.

To access the workplace, University employees, adjunct staff and visitors must present a valid Covidcheck certificate proving that they are either fully vaccinated against SARS-Cov-2, or have recovered from COVID-19 or have a negative PCR test (valid for 48 hours) or a certified negative rapid test result (valid for 24 hours). Self-tests will not be valid.

Inside the Covidchecked zones of the University buildings, the obligation to wear masks and observe social distancing is lifted. However, given the current situation marked by a high number of COVID-19 cases and the circulation of a highly infectious virus variant, the University continues to strongly recommend the wearing of masks as well as social distancing even inside the Covidchecked zones of the University.

A simplified procedure

To speed up the Covidcheck process, the University offers each fully vaccinated and recovered staff member the opportunity to add their names to a list of vaccinated and recovered persons. Employees who sign up for this simplified method will have access to their office simply with their badges and will not have to undergo daily Covidchecks at the receptions.

Persons who do not have a valid Covidcheck certificate of full vaccination or recovery or who do not choose the simplified procedure as described above must submit to the Covidcheck every day in order to access their office. These Covidcheck controls occur in the receptions of the University buildings. Since not all buildings have a reception with security personnel, please refer to the list of buildings that have receptions (link to intranet; restricted access via VPN). If your building does not have a reception with security personnel, please do the Covidcheck at the nearest reception to gain access to your workplace. Staff members and visitors must be prepared to show identification during the Covidcheck procedure.

Signing up to this list is purely voluntary; anyone can withdraw from the list at any time without having to state any reason. The list will only feature the name and first name of the person as well as the expiry date of their Covidcheck certificate.

By requesting to be listed and by sharing your certificate, staff members agree to their personal data being used for the strict purpose of the Covidcheck. The list will be deleted on 28 February or at the latest when the Covid law expires.

Persons who do not pass the Covidcheck

Employees who do not meet the access conditions explained above will be refused access to buildings and will have the choice between:

  • either take time off (vacation days or flextime) with the consent of the supervisor,
  • or accept to be excused from work without pay while remaining affiliated to the Luxembourg social security system. In this case, please contact HR4U (ext. 9999 or HR4U@uni.lu)

Whom does Covidcheck apply to?

The Covidcheck 3G rules at the University apply to

  • all staff under contract,
  • all adjunct faculty (vacataires), visiting professors, adjunct professors, researchers,
  • consultants,
  • third-party service providers,
  • students employed by the University and
  • all external visitors.

Whom does Covidcheck NOT apply to?

Students attending classes and in-person exams are not subject to Covidcheck 3G. For students employed by the University on University premises, Covidcheck 3G applies however.

Please also see the related FAQ

 

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Travel

Staff is invited to limit professional travel as much as possible.

Travel for professional purposes is however allowed, based on the approval of the respective budget holder (RSB). Travel regulations that apply in the destination countries as well as upon return to Luxembourg must be observed. The University recommends booking all travel through the University’s travel agency and in line with the regulations concerning Travel booking process under COVID-19

Please check the current travel restrictions concerning your destination on the official government webpage: https://covid19.public.lu/en/travellers.html 

The traveling person (respectively the department or office that organises and books the travel) is responsible for ensuring that all conditions for traveling are being met. In case that tests for COVID-19 need to be performed, the traveling party is responsible for booking such tests. The cost of such tests is borne by the traveling party, respectively the department or office organising the travel.

 

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Teaching

As of 8 November, the University returns to full in-person teaching. The University follows the special sanitary protocol that was validated by the Luxembourg health authorities.

The modalities are:

  • Physical access to classes is guaranteed to all students. The Covidcheck regime is not used in teaching.
  • Wearing of masks in classrooms is mandatory for all students for the entire duration of the presence in the classroom. Teachers who are fully vaccinated and teachers who have recovered from a COVID-19 infection have the option to teach without a mask. Teachers who are not vaccinated are required to wear a mask in the classroom.
  • Classrooms are used at their full capacity. The classroom seating can accommodate the maximum number of students as per existing classroom capacity.
  • In the absence of sufficient classroom capacity, classes can continue in hybrid mode for a limited period of time until a classroom is allocated for full in-person teaching.
  • If a lecture course has been planned with asynchronous classes as part of the curriculum, then it should run as planned.

Exemption from in-person classes

Students who have tested positive for COVID-19 and have been ordered to isolate or to quarantine as the result of close contact with an infected person. The student should immediately inform the University at 46 66 44 5555 and at healthinfo@uni.lu and provide a health certificate within 3 days of diagnosis.

Students can be excused from in-person attendance if they meet the health vulnerability criteria as defined by the Luxembourg Government. Students who meet at least one of the vulnerability criteria must contact the Study Programme Administrator (SPA) and provide a medical certificate attesting of vulnerability. The exemption will be approved by the Study Programme Director on a case-by-case basis.

Students who wish to request to be exempted from attending in-person classes on other vulnerability criteria must contact the committee for reasonable adjustments at contact.car@uni.lu

Students who are excused from in-person attendance must be offered a remote option of teaching and learning (e.g., livestream, access to pre-recorded lectures, study material, etc.).

Students who are excused from in-person attendance must nevertheless comply with all the course requirements and participate in exams. The obligation de présence/attendance requirement includes remote participation, but being able to do only remote work does not excuse someone from taking exams or submitting the work that is required by their teacher.

All students with a granted exemption to attend in-person classes must join the class immediately when conditions allow. More details are available in the academic regulations. Pregnant students who inform the SEVE of their pregnancy status must be given special attention during the COVID-19 pandemic.

 

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Luxembiurg Learning Centre

As of 8 November, the Luxembourg Learning Centre expands its access to students, staff and visitors.

  • Seating capacity is 800 visitors, no upfront reservations is required.
  • The wearing of a mask is compulsory at all times, also when seated.
  • Users are requested to disinfect their hands prior to touching books or shelves.
  • Furniture must not be moved.

For the opening hours please consult the LLC's webpage.

 

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Student Services

Student services are accessible in person on appointment only via the Affluences app in order to limit personal traffic on the premises. Instructions on how to use the app are available on the website.

Students who have not scheduled an appointment will not be able to access the offices of these services.

Student admissions/registration, housing, mobility and the doctoral studies office can be contacted by email at seve.admission@uni.lu / seve.logement@uni.lu / bri.outgoing@uni.lubri.incoming@uni.luphdstudies@uni.lu.

Mobility

Mobility will be maintained to the extent possible.

The University of Luxembourg is closely monitoring the evolution of the situation and is in regular contact with its partner universities around the world to maximise student mobility opportunities in difficult circumstances. Students should continue preparations for mobility.

For questions send an email to seve.mobility@uni.lu or schedule an appointment via Affluences.

Extra-curricular student activities

All sports, arts and well-being activities that are organised and implemented must respect the legal health and safety regulations. Updates on the offer for the Winter semester 2021/2022 are available online.

Updates about the student lounges are available here.

Events organised by student associations require approval by the rector; a safety and sanitary concept must be submitted to the University’s Health, Security and Safety Office (SSO).

 

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Restaurants and Kitchens

Access to the University restaurant is exclusively organised under the Covidcheck 2G+ regime. Access conditions to the University restaurant are defined by the law (Covidcheck 2G+).

Restaurants must respect the legal health and safety regulations in force.

Kitchenettes in the University buildings can be used while observing health and security precautions. The following rules apply:

  • Respect two (2) metres social distance.
  • Masks are mandatory. To eat, remove the mask and put it in a box.
  • Wash your hands with water and soap before and after eating. Always wash your hands after touching food packaging.
  • It is recommended to disinfect the fridge handles or any other frequently touched surface before and after touching them.
  • Please always store your food in the same fridge and put your name on the food.
  • Do not eat where you may have placed food packaging. The packaging could be contaminated.
  • Dirty cups and plates must be put in the dishwasher immediately after use.

 

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Student residences

In University residences the following main guidelines apply:

  • Masks must be worn at all times in the shared spaces of student residences (corridors, elevators, laundry rooms etc)
  • Please continue to avoid all unnecessary social contacts and keep a distance of two (2) metres to others.
  • If possible, stay within the same group to limit risk.
  • Tenants who share a kitchen are considered a “household”. They must observe hygienic rules and clean the kitchen after each use. Tenants sharing a kitchen do not have to wear a mask in each other’s presence.
  • The number of persons permitted simultaneously in shared spaces, even in larger buildings with sufficient space, must not exceed ten (10) persons;.
  • A tenant can have one visitor each day.
  • Events and parties are not allowed. Night rest must be observed from 22.00 onwards.
  • Air out your rooms and shared spaces regularly.
  • All of the clothes, bed linens and towels have to be washed regularly in a washing machine (60°C).

If a tenant of a student residence tests positive for COVID-19, the person must strictly follow the rules on self-isolation. During the time of self-isolation, the tenant cannot have visitors or other persons stay with him/her. Tenants who are considered high-risk contacts of an infected person must strictly follow the rules on self-isolation. If COVID-positive tenants occupy shared kitchens or bathrooms, the university may require stricter social distancing measures of these tenants. Failure to comply will entail disciplinary proceedings by the University. Please refer to the guidelines above under the heading Safety protocols in case of COVID-19.

 

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Research Facilities

LCSB 

For detailed safety guidelines at the LCSB consult the FAQ (access for LCSB staff members only).

 

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Violations of safety guidelines

The University’s COVID-19 safety guidelines are mandatory. The violation of rules entails disciplinary sanctions.

Persons who have been ordered to self-isolate by the University or to quarantine by the health authorities must strictly observe the appropriate rules. Failure to comply may entail disciplinary and legal sanctions.

In case of non-compliance with the recommendations concerning staff, employees can contact the service in charge of employee protection via email to safety@uni.lu or via Service Now (“Safety and Security”). They can also contact the occupational physician in charge of the University (médecin du travail), and in case of persistent problems the Occupational Health and Environment Division of the Health Directorate under the number: 247-85587.