Civil Servants

As a component of the JGU's Occupational Health Management, the  Addiction Counseling and Prevention (only in german). service offers support and information in the workplace - particularly in dealing with excessive alcohol consumption and other addictive behaviors - and is open to all employees.

She serves as the point of contact for the qualification of executives, as well as for intervention and support in specific individual cases. Counseling is provided by an external addiction counselor and is subject to confidentiality.

Company‑bike leasing provides an attractive means of contributing to health and the environment while simultaneously benefiting from tax advantages.

Leasing a bicycle or e‑bike via a salary‑sacrifice (salary conversion) arrangement is available to employees of the State of Rhineland‑Palatinate through the offering of Deutsche Dienstrad GmbH. (only in german)

Discover the specifics of the  official-bike programme in Rhineland-Palatinate (only in german), assess the advantages for yourself, and verify whether you are eligible.

In order to take advantage of the company‑bike leasing scheme, registration in the employee portal IPEMA® (only in german) is required.

I am a civil servant on a temporary appointment. May I make use of the company‑bike leasing scheme?

Participation is only possible if, at the time the leasing contract is concluded, the temporary civil-service appointment will remain in effect for the entire three-year term of the lease.

Is it possible to make use of the scheme during a probationary appointment or during a period of revocation?

 Civil servants may use the company‑bike leasing scheme only after they are no longer in a revocable civil‑service appointment. The scheme may be taken up while they are on probationary appointment.

Every professional activity conducted outside the JGU Mainz premises or the FTSK Germersheim constitutes a business trip, regardless of whether expenses are reimbursed.

Business trips can be requested and registered via the digital workflow.
Please also observe the Conditions for conducting business trips.
Since February 2026, a simplified procedure for the approval of business trips has been in effect.

For business trips within Mainz or Germersheim, no written or electronic approval is required; such trips are considered approved if the supervisory authority has been informed or has ordered them. For frequently occurring trips to the same business location, a time‑limited and locally restricted blanket approval can be granted.

When do I need approval for a business trip?

Business trips to destinations outside the duty stations of Mainz or Germersheim must be approved in advance via the electronic workflow. This applies to all employees, except for trips that are covered by general or individual blanket approvals. Business trips by professors only require electronic notification via the digital workflow.​

General blanket approvals are granted by the university management for domestic business trips of the heads of central units as well as the directors of departments and heads of staff units in the central administration.

Domestic business trips and business trips within Europe (with the exception of Ukraine, Belarus, Russia, and Türkiye) of staff members in academic institutions below professorial level are approved by the direct supervisor.

All international business trips of all employees – with the exception of professors – outside Europe, as well as all business trips of members of the central administration that are not covered by general or individual blanket approvals, are approved by the Department of Human Resources and Legal Affairs.

What precautions must I take when traveling to tropical, subtropical, or areas with a high risk of infection on business trips?

Business travel to tropical and subtropical regions and to areas with extreme climatic conditions or a high risk of infection may pose an increased health risk to travelers. According to the Regulation on Occupational Medical Prevention and the Occupational Medical Rules, the employer or principal is responsible for ensuring that employees participating in business trips to affected countries (only in German) undergo mandatory preventive measures. These mandatory preventive measures include a medical consultation and, upon request, examinations and vaccinations.

The employer or principal may only permit the employee to commence work if the employee has participated in the mandatory preventive measures prior to starting the activity. Please ensure that you schedule an appointment with the Occupational Medical Service well in advance, ideally 6 to 8 weeks prior to the start of your business trip, by calling +49 6131/ 17‑7409 or via email. For this appointment, please bring the completed and signed registration form (only in German), endorsed by your supervisor.

In these cases, the business trip approval issued through the electronic approval process is granted subject to the completion of the occupational health consultation. If no such consultation takes place, the conditional approval becomes void, and no reimbursement of travel expenses will be permitted.

What regulations apply to business trips related to RMU matters?

Pursuant to Section 2, Paragraph 2 of the Rhineland‑Palatinate State Travel Expense Act (LRKG), business trips to Darmstadt and Frankfurt for the purpose of fulfilling official duties related to RMU matters are hereby approved for all employees of the entire scientific sector (only in German) and the Central Administration (only in German) of JGU, effective immediately. As a result, separate approval for individual trips is no longer required. Should travel expenses be claimed, the financing must be clarified prior to the trip, and the exclusion deadline must be observed. For any further questions, please do not hesitate to contact the colleagues in the Human Resources Department – Section PA 5.

How do I claim my travel expenses?

To claim reimbursement for expenses incurred during your business trip, please submit a fully completed Application for Travel Expense Reimbursement along with all supporting documents and the original business trip approval. Please attach small‑format receipts to A4‑sized sheets and refrain from using staples.

Travel expense claims for all business travelers are centrally processed by the Department of Human Resources and Legal Affairs, with the exception of the following institutes: Institute of Physics (partially), Institute of Nuclear Physics, Institute of Atmospheric Physics, Institute of Geosciences, and the Geographic Institute.
You will receive a personal notification for your records regarding the determination of your travel expense reimbursement. The transfer of the calculated travel expenses to your account will be processed by the respective fund‑managing unit (typically the institute, central scientific unit, project leadership, etc.) through the Finance Department and the State University Treasury Mainz..

What deadlines must I observe?

The exclusion deadline for claiming travel expenses is 6 months, commencing the day after the business trip concludes. The application for travel expense reimbursement must be received by the responsible settlement office within this timeframe.

What should I consider when traveling on business within Europe?

For business trips to EU member states and equivalent countries (only in German), all employees are generally required to carry a certificate confirming their social insurance status (so‑called A1 Posting Certificate). Experience at JGU Mainz, as well as the general experience of other universities, indicates that since the introduction of the regulation, there have been no actual controls, nor have any disciplinary measures or other penalties been imposed on university staff.​
To streamline and reduce bureaucracy in the business trip approval process, JGU Mainz, in consultation with other universities, has decided to discontinue the time‑consuming proactive procedure of issuing A1 Posting Certificates for business travel within Europe.

As of the summer semester 2025, the general procedure for issuing A1 Posting Certificates for all employees of JGU Mainz will therefore no longer apply.

In individual cases, if explicitly requested by foreign authorities during potential controls, the A1 Posting Certificate can be issued retroactively for subsequent presentation. Should this situation arise, please contact the colleagues in Section PA 5 via entsendung@uni-mainz.de, who will also be happy to assist with any further inquiries.

What should I consider when traveling by air?

Due to a ministerial decree, business-related air travel in Rhineland-Palatinate is subject to a CO2 compensation requirement. Therefore, if a business trip by air is unavoidable, a compensation payment for the resulting climate-damaging CO2 emissions must be made to the Nature and Environment Foundation of Rhineland-Palatinate. The lump-sum compensation amounts, based on the polluter pays principle, will be subsequently charged to the respective accounting objects from which the flight was paid, and centrally disbursed by the Finance and Procurement Department.
For further information, please refer to the Chancellor's Circular of March 11, 2022 (only in german) .

What sustainable mobility options are available for business trips on campus?

The University of Mainz and book-n-drive collaborate in the field of mobility. book-n-drive car-sharing vehicles are available for students and employees of the University of Mainz at the main entrance, near the Colonnades. For employees, there is an opportunity to rent car-sharing vehicles for official use at special rates.

If you are interested in this offer, you can register on the von book-n-drive Information page for JGU Mainz and receive a personal customer card. The billing for vehicle usage will be processed through your private account.

The car-sharing offer is considered a rental car usage under travel expense regulations. Reimbursement for business trips can be granted if, in a specific individual case, there are compelling reasons for using a rental car. Please indicate these reasons accordingly on the travel expense claim form.

Am I allowed to combine a business trip with a private stay?

Combining a business trip with a private stay is generally permissible. The assessment of the proportionality between the duration of the official business and the private stay, as well as the granting of vacation time in Gisbo, falls under the responsibility of the supervisor or the organizational unit.

If vacation is taken before or after the official business, the travel expense reimbursement is limited to the route from the place of duty to the business location and back, as well as the necessary stay to complete the official business. For flights, a comparative offer must be obtained simultaneously with the booking of the actual flights, which indicates the flight costs that would have been incurred for an immediate journey to the business location before the start or an immediate return journey after the completion of the official business. This comparative offer must be submitted with the application for travel expense reimbursement.

If vacation is taken both before and after the official business, travel expense reimbursement will only consider the costs for the journey from the vacation location to the business destination and back to the vacation location. The outbound and return travel to the visited country will be attributed to the private stay and is not eligible for reimbursement.

There are currently three childcare centers on the campus of Johannes Gutenberg University Mainz. In addition, all JGU employees can utilize flexible short-term childcare services. Further support measures and childcare options, such as parent-child workspaces, transitional care, and children's leisure activities during school holidays, as well as flexible working hour arrangements, facilitate the reconciliation of work and family life.

Further information and offers can be found on the JGU's Family Service Center website.

Johannes Gutenberg University Mainz has committed to promoting collaborative interactions among its employees. By establishing a Conflict Counseling Office (only in german), the university provides its staff with the opportunity to seek assistance from an independent body for conflicts at their university workplace that can no longer be resolved by the parties involved.

As part of the PE Continuing Education Program, regular courses on „Dealing with Conflicts“  are offered for employees and supervisors.

Civil servants in Rhineland‑Palatinate have a statutory entitlement to educational leave with continued payment of remuneration by the employing authority for events concerning professional and societal further training, provided that no overriding official duties preclude participation.

Eligibility for such educational leave requires that the civil servant has been employed at JGU Mainz for a minimum of six months.

For which events is educational leave permissible?

An application for educational leave may be submitted for events that constitute professional or socio‑political further training.
Events whose purpose is recreation, entertainment, or general leisure activities are excluded.
Professional‑development events are not restricted to the employee’s current duties; they also encompass the teaching of key competencies and orientation knowledge.
A prerequisite for being granted educational leave is that the specific event is recognised as a training event under the Educational‑Leave Act. Through the MWWK search portal (only in german)  you can obtain up‑to‑date information on whether such recognition has been granted.

How should I apply for educational leave?

The educational leave must be applied for in writing at least six weeks before the start of the event. The request is to be submitted to the supervising manager in the PA 5 division. You may either send an informal letter to us or forward the MWWK template form (only in german) by e-mail. Please be sure to attach the certification from the education provider confirming that the event has been recognised. You will receive a written decision indicating whether the educational leave is granted or denied.

The event incurs expenses; will these be reimbursed?

Participation fees, as well as travel, accommodation, and related expenses, are not reimbursed and must be borne by the civil servants themselves.
The employee´s sole entitlement to the employing authority is the continued payment of salary for the duration of the granted educational leave. The employing authority may, up to three weeks before the start of the event, decline in writing-after consulting the staff council-an employee´s participation in the recognised event on the requested date, if overrding official duties preclude it. Attendance at the educational event for which leave has been granted must be substantiated to the employing authority by a certificate from the event organiser immediately after the educational leave.

The primary objective of official performance evaluations is to obtain a meaningful, objective, and comparable assessment of the performance and capabilities of female and male civil servants. These evaluations should facilitate decisions regarding the further professional deployment and career advancement of civil servants, guided by the principle of selecting the best candidates.

Performance evaluations of civil servants must be conducted in a fair and equitable manner. The assessment of job performance captures the activities that characterize the role and evaluates the work outcomes demonstrated therein. The evaluation of capabilities encompasses the skills, knowledge, qualifications, and other attributes essential for official duties.

For Whom Does the Evaluation Guideline Apply?

All civil servants are subject to the provisions of the JGU Mainz Assessment Guidelines. Exceptions are civil servants in salary groups C and W, civil servants belonging to the career track of the Academic Council, civil servants appointed on a fixed‑term basis, and civil servants who have been granted leave for any other reason within the preceding year.

How and when is an evaluation prepared?

For the performance and competence assessment, the JGU Mainz assessment form must be used. In this form, official duties are to be evaluated in accordance with the assessment criteria. Further information is available in  Administrative Order No. 01/2019 (only in german)concerning the assessment of civil servants, as well as in the assesment guidelines (only in german) and the  assesment form itself (only in german)
Section 2 of the assessment guidelines enumerates the circumstances in which an assessment must be prepared.

The Human Resources Development department provides its training programs through the PE Continuing Education Portal (only in german). There you can find seminars, workshops, and other opportunities for personal and professional development.

Employees of JGU also have the opportunity to take part in professional development and training programs abroad through the Erasmus+ Staff Mobility program.

At the JGU, we offer a wide range of initiatives for our female and male civil servants focused on the topic of 'Health in the Workplace'. An overview of the individual components can be found on the Staff Development pages (only in german)

Employees, trainees, and dual students have the opportunity to purchase a subsidized Deutschland Job Ticket.
The ticket may be used for both business and private travel throughout Germany.
Further information is available here (only in german).

Leaves of Absence are possible, among other things, in the following cases:

• Leave for Family Reasons
• Parental Leave
• Leave in Other Cases (e.g., Visiting Professorship)

The Ministry of the Interior and Sports of Rhineland-Palatinate has published a comprehensive information brochure for female and male civil servants on part-time employment and leave of absence in the public service of the State of Rhineland-Palatinate.

How do I apply for a leave of absence?

Leave of absence requests must always be submitted through the official channels. Applications for leave due to family reasons can be submitted informally, while standardized application forms are available for parental leave and other types of leave (only in german) Applications can be conveniently submitted as scanned documents via email.

What are the financial implications of a leave of absence?

During a leave of absence, service remuneration is suspended. Additionally, career advancement in the salary scale is delayed by the duration of the leave, and the date of the service anniversary is correspondingly postponed. However, this does not apply to periods of childcare for up to three years per child.
Benefits are generally not granted during a leave of absence without service remuneration exceeding 30 calendar days (exception: parental leave).
For the duration of a leave of absence for the care of minor children, children over 18 years of age, or other relatives requiring care as certified by a medical assessment, there is an entitlement to healthcare benefits in accordance with the applicable provisions of the Allowance Ordinance.
Furthermore, it should be noted that the period of a leave of absence is generally not counted towards retirement benefits.
The aforementioned negative consequences of a leave of absence can be waived if it is recognized in writing that the leave serves departmental interests or public concerns.

How do I terminate a leave of absence prematurely?

The decision regarding a leave of absence and its duration is binding for both the civil servant and the administrative office. In exceptional cases of hardship, the approving authority may permit a return from leave if it would be unreasonable to expect the civil servant to continue the leave. The authority shall decide on this matter in the exercise of its discretionary power, in accordance with its duties.

Wie wird die beamtenrechtliche Versorgung gewährleistet?

If a socially insured activity is undertaken during a leave of absence without pay, where departmental interests or public concerns have been recognized, civil service pension provision can ensure exemption from pension insurance. However, the issuance of a 'Guarantee Certificate' is typically contingent upon the payment of a pension supplement (30% of the retirement-eligible service remuneration that would have been received without the leave of absence).
Upon termination of the civil service relationship, the leave of absence period, due to the Guarantee Certificate, will be included in any subsequent pension insurance coverage.
The decision to issue Guarantee Certificates lies with the supreme administrative authority.

Mobile work can be requested if the nature of the work is suitable for it. Whether this is the case and whether the necessary suitability and reliability are present will be decided by the respective supervisor.

A distinction is made between regular and situational mobile work:

• Regular mobile work refers to a portion of work being performed regularly at a location other than the standard workplace."
• Situational mobile work is performed only on an as-needed basis and exceptionally at an alternative work location.

Participation in both forms is possible under the conditions outlined in the Service Agreement on Mobile Work at JGU. (only in german)

A  digital application is required for regular mobile work.
Additional information and assistance on using the digital processes in the department can be found on the website of the Project Management Staff Office (only in german)

How Do I Apply for Regular Mobile Work?

Please use our digital application process for this purpose.
Please note that the application must be fully submitted to the Personnel and Legal Affairs Department at least four weeks prior to the planned start date.
Additional information and assistance on using the digital processes in the department can be found on the Project management Staff Office website (only in german)

How Do I Apply for Situational Mobile Work?

Situational mobile work can be informally agreed upon with the responsible supervisor – no formal application is required. It is essential, however, to document the agreement, for example, via email.
Please note:
Situational mobile work is intended for individual cases and should not exceed six working days per calendar year.
The utilization of regular mobile work remains unaffected and is conducted independently of this arrangement.
Typically, a brief email to your supervisor, specifying the day and reason for the mobile work, is sufficient.

How Do I Record Working Hours While Working Remotely?

Working hours must be recorded immediately upon commencement and completion, as well as all breaks, via GISBO. As a rule, the weekly scheduled mobile working hours should not be exceeded. Exceptions to this require prior approval from the supervisor.

What Work Materials Are Provided?

Within the available budgetary resources, the JGU provides a mobile computer, the necessary software, and, upon separate application, additional devices if required.
University-provided computers and other devices must be handled with care and, upon request, surrendered immediately after the conclusion of mobile work and upon termination of the employment relationship.
The provision of internet connectivity and other workplace equipment is the responsibility of the employee. Reimbursement of costs is not provided in this context.

Can My Presence at the Workplace Be Required Despite Agreed Mobile Work Arrangements?

The supervisor may, for departmental reasons, designate workdays or time frames during which employees must be present at the workplace for the purposes of internal communication and coordination, either regularly or as needed.

Do I Have a Right to Mobile Work?

When agreeing to mobile work arrangements, the interests of the applicant, their colleagues, and the department must be taken into account. Therefore, there is no entitlement to mobile work. The supervisor will determine whether the conditions for granting mobile work are met.
If an application for mobile work is rejected, a co-determination procedure with the staff council may be required, depending on the case.

Female and male civil servants are entitled to parental leave without service or trainee remuneration, subject to the conditions outlined in the Federal Parental Allowance and Parental Leave Act (BEEG).

Would you like to take parental leave? Please use our Parental Leave Application (only in german), which can be conveniently submitted digitally via email to your responsible case handler (only in german)

How Long Can Parental Leave Be Taken?

The entitlement to parental leave exists until the child reaches the age of three. A portion of the parental leave, up to 24 months, can be transferred (without the employer's consent) to the period until the child reaches the age of eight.

When Should Parental Leave Be Applied For?

If parental leave is to commence immediately after the child's birth or upon expiration of the maternity protection period, it must be applied for in writing seven weeks prior to the start date. For the period between the child's third and eighth birthday, parental leave must be applied for in writing 13 weeks before the start date. The application must specify the total periods for which the leave is to be taken.

Can I Work Part-Time During Parental Leave?

During parental leave, female and male civil servants may, upon request, be granted part-time employment of up to 32 hours per week, provided that compelling departmental reasons do not preclude this arrangement.
The maximum limit of 32 weekly hours applies to children born on or after September 1, 2021 or who were adopted with the intention of permanent placement.
For all cases involving children born or adopted before September 1, 2021, the maximum limit is 30 weekly hours.
Part-time employment of up to 30 hours per week, not undertaken for the employer, does not affect the entitlement to parental leave. However, regulations regarding secondary employment must be observed.

Can Parental Leave Be Terminated Early?

Parental leave can be terminated early if the supervisor approves. Early termination due to the birth of another child or exceptional hardship can only be rejected within four weeks of application submission for urgent departmental reasons.
Early termination for the purpose of utilizing maternity protection periods is permissible; in such cases, the female civil servant should notify the employer of the termination of parental leave in a timely manner.

What Impact Does Parental Leave Have on My Civil Service Relationship?

Female and male civil servants on probation or on revocable terms generally cannot be dismissed during parental leave without their consent.
Female and male civil servants with fixed-term appointments (professors, junior professors, academic counselors) are entitled to an extension of their civil service relationship by the duration of the parental leave, provided that departmental reasons do not preclude this (maximum limits as per the Higher Education Act must be observed).
Further information can be found in our Information Brochure on Pregnancy and Parental Leave (only in german)

What Happens to My Vacation Entilement?

If no part-time employment is undertaken during parental leave, meaning no service remuneration is received, the annual leave entitlement for the vacation year (i.e., the calendar year) is to be reduced by one-twelfth for each full calendar month.
Any remaining vacation leave accrued prior to the start of parental leave, i.e., not expired, is to be added to the vacation entitlement for the current vacation year in which the parental leave ends, and is thus subject to the regular expiration deadline.
If parental leave ends, for example, on May 15th of the current calendar year, the remaining vacation leave accrued prior to the start of parental leave will be added to the vacation entitlement for the current calendar year and will expire on October 31st of the following calendar year.
To avoid potential disadvantages, it is advisable to take the accrued recreational leave as fully as possible before commencing parental leave.

Part-time employment is possible, among other things, in the following areas:

• Unconditional Part-time Application
• Part-time for Family Reasons
• Part-time within the Framework of the so-called FALTER Working Hours Model
• Part-time Employment during Parental Leave

VThe Ministry of the Interior and Sports of Rhineland-Palatinate has published a comprehensive information brochure for civil servants on part-time employment and leave of absence (only in german). in the public service of the state of Rhineland-Palatinate, in which further details and possibilities for part-time employment can be found

What are the financial implications of part-time employment?

In the case of part-time employment, there is an entitlement to pro-rata service remuneration corresponding to the extent of the part-time employment. However, the right to benefits remains fully intact. Moreover, part-time employment does not affect the progression through the salary scale levels.
It should be noted, however, that periods spent in part-time employment are only partially pensionable, corresponding to the proportion of the part-time employment.

Can part-time employment be terminated prematurely?

The decision regarding part-time employment and its duration is binding for the civil servant and the department. Any modification to the scope of part-time employment or an early return to full-time employment is only permissible with the approval of the granting authority. The authority shall decide on this matter in accordance with its discretionary power.

For civil servants, the completion of the 67th year of life marks the retirement age (standard retirement age). If civil servants were born before January 1, 1964, a different standard retirement age (only in german) applies.

The responsibility for recognizing pensionable service periods, determining retirement benefits, and providing pension-related information lies with the State Finance Office in Koblenz.

Additional information on retirement and for retired civil servants can be found at the State Finance Office (only in german).

Are there special provisions for academic staff?

Deviation regulations apply to professors, academic staff, and teaching personnel in special roles within the civil service. This group of individuals will retire upon completion of the last month of the semester in which they reach the retirement age.

Can I also retire early?

Deviating from the standard retirement age, tenured civil servants can, upon their request, be retired if they have completed their 63rd year of life (severely disabled civil servants: 61st year of life).

Which service periods are eligible for retirement benefits?

By law, the following service periods are eligible for retirement benefits: service periods (including those as civil servants on probation or revocable appointment), professional and non-professional military service, civil service, or police service.
Part-time employment is only eligible for retirement benefits in proportion to the reduced working hours compared to regular working hours.
Additional training and employment relationships are recognized by  State Finance Office (only in german)  through a prior service period decision.

How can I determine the expected amount of my retirement benefits?

The State Finance Office has developed a pension information program, which allows you to estimate your pensionable service period, retirement benefit rate, retirement benefit amount, and potential pension deduction. Further information on this can be found at the State Finance Office (only in german).

The permanent duties of administrative civil servants in the third entry‑level service, as well as those of library civil servants in the second and third entry‑level services at our university, are defined in a position description. The document that is issued to you upon appointment specifies the tasks to be performed, the essential knowledge required, and the placement of the position within the organisational unit. Based on the position description, the post is assigned to the appropriate salary group.

What steps can I take If my duties have changed?

The duties to be performed are specified in the position description by the supervising manager. Should you identify a need for changes, please discuss this with your supervisor. The supervisor will then contact us regarding a possible amendment to the position description.

As soon as a pregnancy is known, the responsible department of the Personnel and Legal Affairs Division requires an informal notification (preferably via email) stating the expected delivery date.

Once the notification is received by us, you will be sent a letter with all important information.

For the final calculation of maternity protection periods, the timely submission (6-8 weeks prior to the expected delivery date) of a medical certificate from a physician or midwife indicating the presumed delivery date is required. The costs for this will be reimbursed upon request.
The birth must be reported to the department promptly, accompanied by the child's birth certificate. Regarding the commencement of parental leave, please refer to the guidelines on parental leave.

Further Information can be found in our  Information Brochure on Pregnancy and Parental Leave (only in german).

What Are the Protection Periods for Pregnant Employees?

Pregnant employees must not be employed 6 weeks before and mothers 8 weeks after delivery. In cases of premature or multiple births, the post-delivery protection period is extended to 12 weeks. Following the birth of a child with a disability, the protection period can be extended from eight to twelve weeks upon request.

The post-delivery protection period is additionally extended by the duration of the 6-week protection period that could not be utilized due to premature birth, ensuring that the combined protection periods always total at least 14 weeks.

What Should Be Done If the Expected Delivery Date Changes?

If the presumed delivery date changes, a notification is also necessary, as the start of the protection period must be recalculated.

In Rhineland-Palatinate, promotions for female and male civil servants take place annually on May 18th, the State's Constitution Day.

Promotions in the Academic Sector:

The fundamental prerequisites for a promotion are a waiting period since the appointment or last promotion, as well as a performance assessment based on the probationary period.

Furthermore, on the occasion of a planned promotion, an official performance evaluation must be conducted.

The details of the promotion procedure in the academic sector can be found in the criteria catalogs as well as in the evaluation form:

• Criteria for a Promotion to a Position in Salary Group A 14 (only in german)
• Criteria for a Promotion to a Position in Salary Group A 15 (only in german)
• Evaluation Form (only in german)

Promotions in the Administrative and Library Sector:

A prerequisite for a promotion in the administrative and library sector is, first and foremost, an assigned job description with a correspondingly higher valuation. The higher-valued position must have been held for at least six months at the time of the intended promotion. Additionally, a vacant position with a corresponding valuation must be available.

Furthermore, on the occasion of an intended promotion, an official performance evaluation must be conducted.

Further information can be found in Administrative Regulation No. 01/2019 on the Evaluation of Female and Male Civil Servants, as well as the Evaluation Guidelines/Evaluation Form, which came into effect with the publication of the Administrative Regulation.

• Administrative Regulation No. 01/2019 (only in german)
• Evaluation Guidelines (only in german)
•  Evaluation Form (only in german)

Johannes Gutenberg University Mainz (JGU) does not tolerate sexual harassment, sexualized violence, or discrimination within its domain. Beyond the provisions of Section 3 IV of the AGG, which apply to all employees, JGU acknowledges its responsibility to protect all its members from such actions and behaviors.
Against this backdrop, the Senate, in its meeting on April 29, 2022, adopted the following guideline, which replaces the Senate Guideline for the Protection Against Sexual Harassment from February 1, 2013:

Senate Guideline for the Protection Against Sexual Harassment and Sexualized Violence

The remuneration (salary) refers to the official compensation and any additional allowances received by civil servants. This remuneration consists of the base salary (which may include supplements or allowances) and, where applicable, a family allowance. There is a statutory entitlement to remuneration that is appropriate to the position held.

In the A salary scale, the amount of the basic salary is determined by the position (salary group) and by the applicable experience levels. When establishing the experience levels, among other criteria, periods of full‑time service as a civil servant, periods of equivalent full‑time employment in the public sector, periods of military or civil‑service service, as well as other qualifying full‑time professional engagements, are taken into account and recognized.

Professors (female and male) subject to salary order C (legacy cases) receive a basic salary that is determined by their pay seniority. The pay seniority is fixed at the commencement of the civil‑service relationship.

Lecturers and professors on the W salary scale receive a basic salary. For salary groups W 2 and W 3, variable performance‑related remuneration may also be awarded. Such variable payments can be granted in connection with appointment and retention negotiations, for r  outstanding achievements in research and teaching (only in german)or for the performance of functions or special tasks within university self‑governance or university administration.

The currently applicable salary tables can be found at theState Office of Finance (only in german)

When does the step advancement take place?

The basic salary in the A‑salary scale is assessed according to step levels. The salary progresses as follows: it advances up to step 5 in two‑year intervals, up to step 9 in three‑year intervals, up to step 11 in four‑year intervals, and thereafter in five‑year intervals.

Secondary employment for a female or male civil servant refers to the practice of:

• Holding a secondary office (a set of duties not part of their primary office, performed based on a public-law service or official relationship) or
• Engaging in secondary employment (any activity not part of their primary or secondary office, conducted within or outside the public service).

The holding of public honorary offices or the unpaid guardianship, care, or trusteeship for relatives is not considered secondary employment.

Further information can be found in the Information Brochure on the Practice of Secondary Employment by Female and Male Civil Servants (only in german)

Does Secondary Employment Require Approval?

As a general rule, the practice of any remunerated secondary employment requires prior approval.
There are certain remunerated secondary activities that do not require approval but must be reported before commencement. These include literary, scientific, artistic, or lecturing activities, specific expert evaluations, and engagements in self-help institutions for civil servants.
Neither approval nor reporting is required for the management of one's own assets, as well as activities in trade unions and professional associations (such activities are generally permitted only outside working hours and outside official premises).
Please use our form to apply for approval or to report a secondary activity (only in german). This can be submitted digitally via email to your responsible case handler.
Violations of the approval or reporting obligations may result in disciplinary measures.

When Is Secondary Employment Denied?

The relevant approval must be denied by the department if it is anticipated that departmental interests will be compromised. Such compromise is regularly presumed in the following cases:

• The nature and scope of the secondary employment demands so much of the civil servant's time and energy that the proper fulfillment of their official duties may be hindered (General Rule: 8 hours/week),
• The secondary employment may place the civil servant in conflict with their official duties,
• The secondary employment may influence the civil servant's impartiality or objectivity,
• The secondary employment may significantly restrict the civil servant's future deployability in the public service, or
• The secondary employment may detrimentally affect the reputation of the public administration.

Is There an Obligation to Submit Secondary Employment Activities?

Remuneration for secondary employment in the public sector or equivalent service must be surrendered if it exceeds €9,600 in a calendar year.
By April 1st of each calendar year, the civil servant must submit a statement of the remuneration received for secondary employment in the public sector or equivalent service during the previous calendar year, if the total exceeds €1,100.
Please use our form for this purpose.
The surrenderable remuneration for a calendar year must be paid to the employer by March 31st of the following year.

What Should Be Considered When Engaging in Secondary Employment at the JGU?

When engaging in secondary employment, the use of the employer's facilities, personnel, or materials is only permitted in exceptional cases, where a public or scientific interest exists, with the employer's approval, and against the payment of an appropriate usage fee.
The civil servant is obligated to provide the employer with the necessary information for determining the usage fee, immediately and in full, on a semi-annual basis in cases of ongoing use, or upon cessation of use. Please use our form for this purpose.

In the event of illness, there are notification and proof obligations towards the employer - see also Guidelines on Sickness.

How Must I Report My Illness?

In the event of illness, you are obligated to notify your work unit of your inability to work and its anticipated duration without delay. 'Without delay' means without culpable hesitation. As a general rule, this notification should be made to your organizational unit by 10:00 AM on the first day of illness.

To ensure that the employer actually receives the sickness notification, it is advisable to make this notification by telephone. Using other communication methods (e.g., email, fax, etc.) always carries the risk of delayed acknowledgment.
Changes to the situation, such as an extension of the inability to work, must also be reported immediately in the same manner.

When Do I Need a Medical Certificate of Incapacity for Work?

If the inability to work persists for more than 3 working days, a medical certificate of incapacity for work (AU) must be submitted. The original AU for the employer must be sent immediately via the work unit to the Leave Administration of the Personnel and Legal Affairs Department.

What Happens If I Fail to Fulfill My Notification and Proof Obligations?

In cases of violations or irregularities, in addition to service law measures, a time-limited obligation to provide a medical certificate from the first day of absence may be imposed by the Civil Service Law Unit of the Personnel and Legal Affairs Department. In such cases, all sickness-related absences must be substantiated with a medical certificate of incapacity for work (AU).

What Should I Do If I Fall Ill While on Vacation?

If you are unable to commence your vacation due to illness or fall ill during an already commenced vacation, you must report your illness to your employer immediately (see also Guidelines on Sickness).
Additionally, a medical certificate of incapacity for work is mandatory from the first day of illness to ensure that the corresponding vacation days are credited to your account.

The Leave Ordinance regulates the circumstances under which female and male civil servants can be released from duty with continued payment of service remuneration.

For which occasions is leave with continued payment of service remuneration granted, and how many working days does this entitlement cover?

Special leave is granted for the following occasions:

• • Birth of Spouse / Registered Partner (under the Life Partnership Act): 1 working day
  • Death of Spouse / Registered Partner (under the Life Partnership Act), Child, or Parent: 2 working days
  • 25th, 40th, and 50th Work Anniversary: 2 working days
  • Severe Illness of a Family Member in the Same Household: 1 working day per calendar year
  • Severe Illness of a Child under 12 Years or a Disabled Child Requiring Assistance: up to 4 working days per calendar year
• Further information can be found in the guide on childcare during illness (only in german) entnommen werden
• Severe Illness of the Caregiver of a Child under 8 Years or a Permanently Disabled Child: up to 4 working days per calendar year
• Exercise of Civil Rights and Fulfillment of Civil Duties.
  The relevant civil service regulations apply.
  For specific individual cases, the Staff Unit PA 5 (Leave Administration) of the Department of Personnel and Legal Affairs will be happy to provide information.

Who authorizes special leave?

Applications for special leave are exclusively reviewed and decided upon by Unit PA 5 of the Department of Personnel and Legal Affairs.

How is special leave applied for?

Special leave is generally applied for in an informal manner, preferably by email, with the endorsement of the supervisor and including any supporting documentation.
Alternatively, the application can also be made using the form „Application for special Leave" (only in german).

In all matters concerning scientific staff and instructors for special tasks, the Staff Council only participates if requested by the aforementioned personnel.

What Is the Staff Council?

The employee representation for all staff members (both salaried employees and civil servants) of a department (e.g., a university) is referred to as the Staff Council. Its primary task is to protect the interests of the employees. In addition to monitoring compliance with statutory requirements, the Staff Council exercises its right of co-determination in individual cases."

Which Personnel-Related Processes Are Submitted to the Staff Council?

In the context of employees working in the scientific support sector, all personnel-related measures (e.g., hiring, classification, re-employment, etc.) are fundamentally submitted to the Staff Council. A complete, detailed list can be found in Section 79 of the Rhineland-Palatinate State Staff Representation Act (LPersVG).

Why Must Scientific Staff Submit an Application for Participation?

Section 81 of the LPersVG explicitly stipulates that participation in personnel-related measures for scientific staff occurs only upon application. Thus, a distinction is made regarding participation between scientific staff and employees in the scientific support sector.

Why Am I Being Directed to Submit an Application?

Pursuant to Section 81 of the LPersVG, scientific staff must be informed of their potential right to apply for participation prior to the implementation of intended measures.

How Do I Submit an Application?

The application can be submitted informally via email.

What Does Participation Mean for Me?

Participation means that the impending personnel process concerning you, such as recruitment, will be submitted to the Staff Council for co-determination before implementation. The Staff Council must notify the department of its decision within 18 working days. Subsequently, the measure will be implemented by the Personnel and Legal Affairs Department or, in the event of the Staff Council's non-approval, rejected.

What Does It Mean for Me If I Do Not Apply for Participation?

You will not incur any disadvantages if you do not apply for participation. You still have the opportunity to contact the Staff Council members at any time for assistance or support. The Staff Council remains the point of contact and representative for all employees, even without participation in individual measures.
You can also decide anew with each upcoming measure whether you wish to apply for participation. In the event of a planned and potentially negative personnel measure, such as a reprimand, you will be explicitly asked whether you desire participation.

Under the term Subsidy, one understands the expenses incurred by the employer for civil servants  in cases of illness, care, childbirth, and other situations. It constitutes an independent social security system outside of the statutory health and care insurance, as civil servants are not mandatorily insured in the statutory health insurance.

The State Office of Finance in Koblenz is responsible for handling subsidy matters for state employees and recipients of state pensions. Further information on subsidies can be found at the State Office of Finance (only in german) and in the  Information Sheet on the Subsidy  Ordinance of the State of Rhineland-Palatinate (only in german)

What is the Cost Containment Allowance?

The grant of subsidy is reduced in each calendar year, in which a subsidy application is submitted, by a so-called cost-containment lump sum, depending on the salary group, in accordance with § 66, Section 4 of the State Civil Service Act. Further information can be obtained from the State Office of Finance (only in german)

All employees are entitled to vacation time. This vacation time is to be taken by civil servants for the purpose of recuperation and is to be granted by the employer.

The amount of vacation entitlement is based on the number of working days per week and the working months in the calendar year. For example, for civil servants with a 5-day workweek, the vacation entitlement for a complete calendar year is 30 working days. In the event of deviation from a 5-day workweek, the vacation entitlement is to be recalculated proportionally.

An exception to this is the group of university lecturers, for whom the vacation entitlement is already settled with the lecture-free period.

How do I apply for recreational leave?

Vacation must be applied for through the Gisbo time tracking program. Approval is granted by the respective supervisor, who is to be registered in Gisbo under 'Settings'. The application status, as well as the current personal vacation statistics and annual calendar overview, are clearly and traceably displayed in Gisbo and can be accessed at any time.

By when must I take my vacation?

Vacation entitlements expire on October 31st of the following year.
For more information on the transfer and expiration deadlines of vacation entitlements, please refer to the Vacation Guidelines (German/English).

What should I do if I fall ill while on vacation?

If you are unable to commence your vacation due to illness or fall ill during an already commenced vacation, you must notify your employer immediately (see also Guideline on Illness).
Additionally, a medical certificate of incapacity for work is mandatory from the first day of illness to ensure that the corresponding vacation days are credited to you.

Is Rosenmontag a non-working day at JGU?

Rosenmontag is a regular working day for all employees. Vacation or a flexible day off is to be granted upon submission of a corresponding application. This regulation, agreed upon in consultation with the Staff Council, replaces the provision outlined in § 10.3 of the Flexible Working Hours Agreement from October 9, 2012, which previously declared Rosenmontag a non-working day for employees in Mainz, subject to compensating for the missed work hours. The new regulation applies to all employees and remains in effect until further notice.

An occupational accident is an event that results in physical harm, caused by external factors, which occurs suddenly, at a specific location and time, and arises during or as a consequence of the performance of official duties.

Official duties also encompass business trips and official activities at the destination, participation in official events, and traveling to and from the workplace in connection with official duties. The same applies to the performance of work obligations outside of the workplace provided by the agency (mobile work).

Please report any work-related accident as soon as possible using the Accident Notification Form for Female and Male Civil Servants. (only in german) Ensure that you return the fully completed and signed form to us, particularly in cases involving third-party liability and/or police involvement in the accident investigation.This will expedite the processing and avoid unnecessary inquiries.

After review by the Personnel and Legal Affairs Department, you will receive a letter regarding the recognition of the accident as an occupational accident. If the conditions for an occupational accident are met, injured female and male civil servants are entitled to accident welfare benefits. This entitlement can be claimed by submitting an application for reimbursement of medical treatment costs. (only in german)

Further information can be found in the Information Brochure on Occupational Accidents. (only in german)

For full-time female and male civil servants, the weekly working hours amount to 40 hours and are generally distributed over a 5-day workweek, from Monday to Friday.

For all non-scientific full-time and part-time female and male civil servants, the Collective Agreement on Flexible Working Hours (only in german) and the Collective Agreement on Working Hour Recording (only in german) shall apply. The recording of working hours is mandatory through the electronic time recording system Gisbo. Exempt from the obligation to record working hours are all scientifically employed female and male civil servants.

Further information can be found in the Information Sheet on the  Gisbo Time Recording and Leave Program (only in german)

How do I record working hours while working remotely?

Working hours must be recorded immediately upon commencement and completion, as well as all breaks. As a rule, the weekly scheduled mobile working hours should not be exceeded. Exceptions to this require prior approval from the supervisor.

How is my weekly working time distributed?

In full-time employment, the weekly working hours are evenly distributed over 5 working days. This results in a daily standard working time of 8:00 hours."

In part-time employment, the weekly working hours can be evenly distributed over fewer than 5 working days, in agreement with the supervisor. It is essential to ensure that the daily standard working time does not exceed 8:00 hours.

What breaks am I required to take?

Work must be interrupted by rest breaks of at least 30 minutes for a working time of more than six up to nine hours, and by a total of at least 45 minutes for a working time of more than nine hours. A break is considered to be an interruption of work of at least 15 minutes.

How many hours am I permitted to work daily?

The maximum daily working hours are 10 hours. Special regulations, such as reduced hour limits as per the Youth Employment Protection Act or the Maternity Protection Ordinance, must be strictly observed.

Is a doctor's appointment considered working hours?

Within the framework of flexible working hours, doctor's appointments are not counted as working time, regardless of the nature of the illness. The only exceptions to this are the mandatory prenatal examinations prescribed by the Maternity Protection Ordinance during pregnancy.

Which events are considered working hours?

The following are considered working hours: participation in staff meetings and other official events, such as internal university elections or attendance at events within the framework of the staff development program.