Dear Sir/Madam at HHU,

In our mail of 20 September 2022, we already informed you about measures to save energy during the current energy crisis, which were recommended by the “Energy Savings Task Force” and which have applied since 1 October 2022.
 
As HHU has set itself ambitious and necessary climate targets in its University Development Plan independently of the current energy crisis, we would like to continue with the measures, as they have proven manageable, involved only limited restrictions and been effective in saving energy.
 
This applies in particular to setting all technical systems in the buildings to so-called restricted operation mode (i.e. a further lowering of the room temperature beyond the already reduced operating temperature of 19 degrees and reduced operation or complete shutdown of ventilation systems). This year, this affects the period around the turn of the year from Saturday, 23 December 2023 to Monday, 1 January 2024.
 
As in the previous year, on-site operations are to be suspended during this period and during the correspondingly defined periods in the future. Essential technical work remains an exception to this and the special regulations for laboratory areas defined last year will continue to apply.

Irrespective of the specific suspension of on-site operations, the Rectorate would like to see the restricted operation mode period used as a Christmas break as a matter of course. As such, apart from essential exceptions, holiday and/or hours built up in the flexible working time system should be used to cover this short period.

Accordingly, we would like to ask all managers and employees today to observe the following points and take responsibility for planning and implementing them in their own areas:
 
1. Where possible, holiday or hours built up in the flexible working time system should be used to cover the stated period, in particular where sufficient hours are available, insofar as this does not significantly impact personnel planning. Please make efforts to reach mutually acceptable solutions in a spirit of trust in individual cases. By contrast with the previous year, significantly more time is available for appropriate planning, so there should be no cases of conflict this year and certainly not in subsequent years. Managers are requested to ensure this measure can be implemented appropriately by reaching appropriate solutions in good time in consultation with employees in their area of responsibility.

2. If holiday or hours cannot be used or work must be performed during this period for other reasons despite advance planning as per point 1, the available options for working from home should be utilised. Any on-site work that is not subject to the limitations of restricted operation mode – and which is therefore permitted and possible – remains unaffected by this. Employees at the Centre for Information and Media Technology, the University and State Library and the Central University Administration may work from home to complete unavoidable tasks within the framework of the regular agreements on alternating mobile work (AMA). In all areas where the AMA regulations do not apply, working arrangements should be agreed between supervisors and employees in the individual areas in a spirit of trust.

3. Where it is necessary for employees to work from home outside the scope of the standard AMA regulations on further days to cover the restricted operation mode period again this year in exceptional cases, the “AMA Absenkbetrieb” booking option – which was specially created last year and which will be available for the last time this year – should be selected in the flexible working time system. This will result in the individual daily target working time being credited.

It is expected that managers and employees implement the Christmas break across the board at HHU from 2024 at the latest and that holiday and hours built up in the flexible working time system are used to cover this period so that the exceptions mentioned under points 2 and 3 are then no longer necessary/remain restricted to an absolute minimum.
 
Please give these measures your active support and work together with us to realise this important contribution to overcoming the energy crisis and achieving long-term sustainability.
 
Thank you and best regards,

Professor Dr Anja Steinbeck, President                      Dr Martin Goch, Chancellor