FAQ (frequently asked questions)
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FAQ (frequently asked questions)
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We would like to provide some basic information on our FAQ page without any claim to correctness.
In principle, the current regulations/forms in the administration portal apply.
Settings - Continuing employment of scientific staff (WM) or administrative and technical staff (MTV)
Female promotion form
In case of a new employment or prolongation of an existing working contract, please complete the forms below, which can be found in the administration portal > Personnel > Recruitment > Pay scale employees > Documents:
- Antrag auf Einstellung (Tarifbeschäftigte) (Application for recruitment (tariff employees))
- Begleitbogen zur Umsetzung gleichstellungsfordernder Maßnahmen (Accompanying form for the implementation of equality-requiring measures)
- If required: Protokoll der Sitzung der Besetzungskommission (Minutes of the meeting of the appointments committee)
Please note that personnel measures require a lead time of approx. 6 weeks!
The hiring person has to sign the documents and send them by email to [email protected]. The documents will be checked, processed and forwarded there.
If you have any questions, please do not hesitate to contact the relevant department (here: Human Resources).
Recruitment of student assistants
The contact person for our institute in the Human Resources Department is:
Please use only the current application form for attitudes. You find it on the Verwaltungsportal -
search: "Hilfskräfte".
Please note a 6-week lead time for processing!
Working hours must be documented using the electronic time recording system.
What is the SECRETARY'S OFFICE actually responsible for?
The SECRETARY'S OFFICE of the Institute of Biology and Environmental Sciences (IBU) is composed of all secretaries and administrative assistant of the institute.
The entire team sees itself as a point of contact for all members and employees also in the working groups, associated operating units and students of the institute in all administrative matters.
Please contact the responsible person.
How to get a postbox in the IBU?
You want your name written on a postbox of the IBU? Please contact us. If you are a member of a working group it is no Problem to get a postbox.
Where can I get a key for my office?
Please contact the janitors.
see also: What are the janitors responsible for?
What are the janitors/caretakers responsible for and where can I find them in Wechloy?
The janitors belong to the department 4 - building management.
Find further informations here!
- Issue of keys for your office / laboratory rooms
Mon.-Fri. 13:30 - 14:00 and after appointment at Room W02 1-159 - Phone: -2123
email: [email protected]
Please fill out the following form before:
Key form
- Transport of furniture (write an email in advance)
- Equipment transport for your events (write an email in advance)
Where can I get a chip card for access to the university and for copying?
All employees covered by collective agreements receive the chip card from Department 1.
Information on access authorizations / Campuscard etc. can be found here.
_____________________________________________________________________________
Access authorizations for STUDENTS of Faculty V for the Campus Wechloy
can be applied for using the following form:
Application for access authorization (for students) of Faculty V
The application must be completed and approved by the responsible working group leader.
You have to pay a deposit for the chip in the the goods reception department/hand cash desk:
Department „receipt of goods”
André Sander
Phone: +49 (0)441 798-3925
Room: W03 0-139 (Campus Wechloy)
Please note the opening hours:
Mon. - Fri. from 09:30 - 12:00
Mon. - Thurs. from 14:00 - 15:00
Here you can find further information on the department „receipt of goods”.
After paying the deposit, you will receive a payment receipt. You will receive access authorization upon presentation of the application + payment receipt via Peter Stief, Room W02 0-024 (Mon-Thu 11-12), Phone: +49(0)441 798 3448.
Where do I register or change my phone?
For all telephone-related questions, such as registration/change, telephone authorisation abroad, private telephone calls, new telephone devices, etc., please contact my colleague
My phone does not work?
Troubleshooting-Phone: 91
If your telephone is not working, please dial this number from a colleague's telephone or from the telephone in a lift.
How do I appear in the telephone book of the University of Oldenburg?
Please be sure to log in to StudIP with your anonymised account (4 letters/4 numbers). There, please edit your profile and add the required data.
You can edit all this data yourself in Stud.IP if necessary: At https://uole.de/en/contact-details you can find out more about the relevant input fields and from there you can also navigate directly to the appropriate place in Stud.IP!
The phone book will be generated from this information.
Can I use the copier, print and scan from my PC?
Yes you can! Please follow the link below to register your computer with the Ricoh system:
uol.de/itdienste/details-und-hilfe/kopieren-drucken-scannen/
Vacation
Employees covered by collective agreements receive a vacation card via Department 1 (Human Resources), usually by internal mail.
Leave must be approved by the relevant line manager before it begins.
You have to record vacation days in the electronic time recording system too.
Return expired leave cards (quota exhausted or expired leave) to Department 1.
Current information can be found in the administration portal.
I would like to order something, what is the right way?
Employees can place orders via Electronic Decentralised Purchasing (EDE)
If an item cannot be found in one of the stored catalogs, the item can be entered into the ordering system using the "Bestellanforderung" (Order request) option.
If you do not have funds center authorization, you can forward shopping baskets generated via EDE to authorized persons.
You will also find a large selection of office and laboratory materials in the laboratory supplies warehouse, which can be taken directly via an order form (on site) with the specification of a financial/cost center. You can see whether the desired item is in stock in the
IMPORTANT NOTE ON EDE ORDER:
Please note that in the case of an EDE order with a net value of more than 25,000 €, it makes more sense to first contact your administrator in Department 2 - Purchasing Department 2.4 - in order to clarify whether a public tender is obligatory.
Who is actually responsible for what at the university?
Please have a look at the Portal of the administration of the University of Oldenburg. Here you will find the administrative procedures, leaflets, clerks and the corresponding current forms for downloading.
What should I do in the event of an accident at work or on the way to work?
Precise rules of conduct in the event of an accident at work or on the way to work can be found on the Occupational Safety pages! In any case, you should fill out the appropriate form of the Human Resources Department. Please also inform the IBU secretariat as soon as possible.
In case of illness
Notification of illness have to be reported online on the intranet at
and is possible on any internet-enabled device (e.g. desktop PC, notebook, smartphone). You can also find the online form via the search function or on the pages of Department 1.
The dates of illness or return to work are entered in the online form. An e-mail with the specified data is automatically generated from the online form and sent to [email protected]. The employee receives a confirmation of dispatch in the online form and by e-mail to the work e-mail address. The data provided will be deleted from the online form immediately after the e-mail has been sent.
The online form also offers the option of specifying up to three additional e-mail addresses to which the automatically generated e-mail Cc should be sent for information purposes (e.g. to the supervisor, office). This does not affect the obligation to immediately notify the supervisor or the Dean’s Office of an illness or official instructions in this regard (e.g. telephone notification). It is also possible to upload certificates, which are attached to the e-mail.
The procedure is described in the Portal of the Administration (https://editor.signavio.com/p/hub/de_de/folder/a2d9b7223a0a402f9d71d89e73b74ada). It reduces the workload for employees compared to the previous procedure using the PDF form "Notification of illness or resumption of work".
FAQs are also available for frequently asked questions on the subject of reporting an illness or return to work. The FAQ can be found on the page of the online form.
Who should I contact after a theft?
You have been stolen?
Then please immediately contact
Phone: (0441) 7 98 - 5396
Fax: (0441) 7 98 - 3500
He will file a corresponding theft report. Please note, that this is no substitute for a police report of theft.
Third-party funds (IBU)
Information about Third-party funds in our institute
If you want to acquire third-party funding, the Department Council of the IBU must be informed.
Before approving the project, please fill out the form „Anzeige von Drittmittelprojekten” (Notification of third-party funded projects), which can be found here.
Send the form including a brief description of the project (abstract) via email to IBU + School V.
Setting up a financial center
Once the project has been approved, a finance center must usually be set up.
First, you have to fill out the form „Antrag auf Einrichtung einer Finanz- und Kostenstelle für Dritt- Sondermittel” (Application to set up a finance and cost center for special third-party funds), available in the administration portal (> Finanzen > Finanz- und ggf. Kostenstellen).
The form and the third-party funding approval have to be sent to IBU.
Business trip
All relevant forms and information on business trips and their accounting can be found on the website of the Finance department and in the administration portal.
Online applications for business trips can be submitted via the corresponding link on the Finance Department's website.
Business trip applications can be submitted in paper form via IBU under the following conditions:
- The person is employed in the IBU during the business trip period
In addition:
- Travel duration up to 7 days
- Destination within Europe
- In case of permanent business trips: use of train, private car (25Ct/km, maximum amount 125 Euro), company car, passenger
In all other cases, the application for business travel authorization must be sent to the Presidium (VPV).
Current information on business trip applications and authorizing institutions can be found in the administration portal > Dienstreise/Mobilität