On this page, you will find the most important concerns for academic research assistants.
The corresponding information and questions can be found in the respective boxes.
Should you have any further questions or require more in-depth information, please contact your responsible officer.
As a component of JGU's Occupational Health Management, 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
Johannes Gutenberg University Mainz has committed itself to promoting a collaborative work environment among its employees. By establishing a Conflict Counseling Office (only in german), the university has provided its employees 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 (only in german)“ are offered for employees and supervisors.
The fixed-term employment of academic research assistants is governed by Sections 2 and 6 of the Academic Fixed-Term Contract Act (WissZeitVG).
How long can I be employed as an academic research assistant?
Academic research assistants with a degree (Master's, University Diploma, Magister, or State Examination), which provides access to the fourth entry-level position (higher service), can also be employed on a fixed-term basis for six years in accordance with § 2 Abs. 1 of the Wissenschaftszeitvertragsgesetz (WissZeitVG). All relevant employment contracts as academic research assistants, as well as employment as academic staff at a German university, college, or research institution within the meaning of § 5 WissZeitVG, are credited regardless of the scope of employment.
Are the employment contracts mutually credited towards the fixed-term duration?
Employment contracts concluded under § 6 WissZeitVG are not credited towards the fixed-term duration as per § 2 Abs. 1 WissZeitVG.
In the case of continued employment as an academic staff member under § 2 Abs. 1 WissZeitVG, all employment contracts with a Master's degree and a working hours scope of ≥ 9.25 hours per week are credited towards the fixed-term duration.
In the event of incapacity for work, this must be reported immediately to the supervisor and the area's health reporters.
Since the introduction of the electronic Certificate of Incapacity for Work (eAU), it is mandatory to specify, as part of the sick leave notification, whether the incapacity is due to an illness requiring a medical certificate and the duration of such certificate. This information is required, as no eAU will be issued for the employer. Any extension of the incapacity for work must also be reported immediately, including the duration.
This does not apply to:
- Employees with private health insurance
- Employees who consult a doctor without a health insurance license
- International cases
- "Child illness"
For these cases, proof must still be provided by submitting an original medical certificate to the employer.
The notification obligation remains unchanged, starting from the first day of illness. A medical certificate is still required from the fourth day of illness, as previously.
Notifications of illness for academic research assistants must be submitted by the institute director/health reporters to the Department of Personnel and Legal Affairs, Unit PA 2, using the change notification form (only in german). lease note that the document must be signed by the supervisor, not the research assistant.
Here as well, it is mandatory to specify whether a medical certificate of incapacity for work is available and for which period.
Do I receive sick pay?
Sick pay benefits are paid in accordance with the provisions of the German Wage Continuation Act up to the end of the sixth week of incapacity for work, but not beyond the termination of the employment relationship.
Must absences due to illness be made up for (by working extra hours)?
No, absences due to illness do not need to be made up for (with additional work hours).
Please submit the notification of secondary employment (only in german) to us by email.
As soon as a pregnancy is announced, the responsible department of the Human Resources and Legal Affairs Division requires an informal notification (preferably by e-mail) specifying the expected date of delivery.
Upon receipt of the notification, you will receive a letter containing all essential information.
The Maternity Protection Act (MuSchG) and the Federal Parental Allowance and Parental Leave Act (BEEG) also apply to academic research assistants. For further information, please contact your case handler at the Human Resources and Legal Affairs Division.
Will my time be extended due to pregnancy or parental leave?
Academic research assistants with a fixed-term contract based on § 2 Paragraph 1 WissZeitVG (Master's degree) are also entitled to an extension of their employment contract for periods of employment prohibition under the Maternity Protection Act and for parental leave without employment, provided these periods fall within the current contract.
The Johannes Gutenberg University of Mainz (JGU) does not tolerate sexual harassment, sexualized violence, or discrimination within its domain. Beyond the stipulations of § 3 IV AGG, which apply to all employees, the JGU acknowledges its responsibility to protect all its members from such actions and behaviors.
Against this backdrop, the Senate, in its meeting of April 29, 2022, resolved to adopt the following guideline, which supersedes the Senate Guideline for the Protection against Sexual Harassment of February 1, 2013:
"Academic research assistants at Johannes Gutenberg University Mainz are employees of the state of Rhineland-Palatinate. For the purpose of hiring and salary payment, specific documents are required, which must be submitted via email to the Department of Personnel and Legal Affairs, Unit PA 2.
"We would like to point out that applications/employment contracts can only be processed and forwarded to the State Finance Office Koblenz (LfF) for payment authorization once all required documents are submitted. Therefore, any missing documents must be provided promptly.
The following documents are required for hiring:
- Identity Card and, if applicable, Marriage Certificate and Birth Certificates of Children
- Certificate of Enrollment with Subject Specification for the Semester in which the Contract Commences (In the event a new semester begins during the contract period, please submit the corresponding new Certificate of Enrollment to the State Finance Office (LfF) at the start of the new semester)
- Personal Data Form (only in german)
- Questionnaire for the State Finance Office (only in german)
- For Non-EU Nationals: Valid Residence Permit with an endorsement permitting the pursuit of student/scientific (part-time) activities
- Diplomas of all Higher Education Degrees (Scan)
The following documents must be submitted for continued employment:
- Certificate of Enrollment with Subject Specification for the Semester in which the Contract Commences (In the event a new semester begins during the contract period, please submit the corresponding new Certificate of Enrollment to the State Finance Office (LfF) at the start of the new semester)
- Personal Data Form (In the event of changes to personal data!)
- Questionnaire for the State Finance Office, only in case of an interruption of ≥ 6 months!
- For Non-EU Nationals: Valid Residence Permit with an endorsement permitting the pursuit of scientific (part-time) activities
- Diploma of Higher Education Degree (Scan), only if a new degree has been obtained!
What should be considered for foreign higher education degrees?
For foreign higher education degrees, the following additional documents are required:
- if available, the Recognition Certificate of the foreign higher education degree (issued by JGU Mainz as part of enrollment) (Scan)
alternatively, the certificates and diplomas of all higher education degrees in the original language, including all preceding examinations, Transcript of Records, and Diploma Supplements, with an official translation in German or English (Scan) - Academic Curriculum Vitae
What should be considered for the residence permit of international students?
Expiring residence permits must be renewed in a timely manner before expiration, as failure to do so will result in interruption of the employment relationship. Until the new residence permit is issued, a preliminary certificate from the responsible foreigners' authority is required. Without presentation of a valid residence permit or a preliminary certificate, commencement of employment is not permitted!
The remuneration is based on the guidelines of the Tarifgemeinschaft deutscher Länder (Tariff Union of German States) regarding the working conditions of academic research assistants, as amended.
What are the compensation rates?
The amount of the current gross compensation can be found in the applicable compensation tables:
Payment of compensation is processed through the State Finance Office Koblenz (LfF).
When is the remuneration paid?
Remuneration is paid at the end of each month for the current month (including any retroactive payments). This requires that all necessary documents for salary payment be submitted to the paying authority, the State Finance Office (LfF) (only in german), by the 10th of the month. You will receive a salary statement outlining the amount of remuneration and deductions.
Do I receive a Christmas bonus as an academic research assistant?
Academic research assistants receive an annual special payment if they have a valid employment contract on December 1st. The payment is automatically processed by the State Finance Office (LfF). The entitlement is reduced by one-twelfth for each calendar month in which the assistant is not entitled to remuneration. The amount is as follows:
- 74.35% for assistants without a degree.
- 74.35% for assistants with a degree (Bachelor, FH-Diploma, etc.).
- 46.47% for assistants with a degree (Master, State Examination, Magister, etc.).
The examination of social security obligations is conducted by the State Finance Office (LfF).
No further consultation is possible through the Department of Personnel and Legal Affairs.
Generally, an academic research assistant is fully subject to social security obligations within the scope of their employment contract.
The following conditions exempt from social security obligations:
- Short-term Employment
The prerequisite for short-term employment is a maximum employment duration of three months or 70 working days in the calendar year. If the prerequisites are met, there is exemption from all areas of social security.
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- Marginal Employment
The prerequisite for marginal employment is that the monthly remuneration (including annual special payment) does not exceed 556€. The remuneration from multiple marginal employments is combined for this purpose. In this case, there is exemption from health, care, and unemployment insurance.
Pension insurance obligation generally applies. Exemption from this is possible upon request
- Student Workers
As long as studies take precedence over the job, students can work as student workers and be exempt from unemployment insurance contributions. The prerequisite is recognition as "ordinary students": The academic research assistant must be enrolled and the majority of their time and energy must be devoted to their studies, which is generally the case with a maximum employment of 20 hours/week, with exceptions possible during semester breaks.
Student workers pay their regular contribution to student health and care insurance (the employer is exempt from its share) and a contribution to pension insurance. Exemption from pension insurance is not possible.
The assessment of whether an academic research assistant is treated as a student worker lies with the State Finance Office Koblenz (LfF).
- Marginal Employment
Information/Handouts
Info - Handout on Marginal and Short-Term Employment (only in german)
Explanation of the Social Security Law Assessment of Employment Relationships (only in german)
Handout on Transitional Provisions for Short-Term and Marginal Employment (only in german)
Info - Handout for Transitional Employment Relationships (only in german)
Info - Handout on Social Security for Students (only in german)
Info - Handout on Social Security Obligations for Students in Second Degree Programs (only in german)
Explanation of the Social Security Las Assessment of Employment Relationships for Students in First/Second Degree Programs (only in german)
The employment relationship ends on the day specified in the employment contract as the contract end date.
The academic research assistant can terminate the employment relationship with a notice period of four weeks, effective on the 15th day of the month or at the end of a calendar month.
If the employment relationship is to be terminated on short notice outside the regular notice periods, a termination agreement can be concluded in agreement with the supervisor, which must be applied (only in german) for through the Department of Personnel and Legal Affairs (via email).
Academic research assistants are entitled to vacation leave in accordance with the Federal Vacation Act.
The calculation and approval of vacation are the responsibility of the employing unit (department, institute, or research institution). Vacation must be requested from and will be approved or, if necessary, denied by this unit.
Please note that the respective annual leave must be taken by the end of the current calendar year (December 31).
We will gladly provide you with the vacation request form (only in german)
How much vacation entitlement is there?
The statutory vacation entitlement is four weeks of recreational leave. For the calculation of vacation days, the days of employment per week are decisive, not the number of hours worked
Formula: Vacation Entilement for X Working Day(s) x Number of Employment Months/ 12
For employment of:
6 working days per week, you receive 24 days of recreational leave (= 4 weeks)
5 working days per week, you receive 20 days of recreational leave (= 4 weeks)
4 working days per week, you receive 16 days of recreational leave (= 4 weeks)
3 working days per week, you receive 12 days of recreational leave (= 4 weeks)
2 working days per week, you receive 8 days of recreational leave (= 4 weeks)
1 working day per week, you receive 4 days of recreational leave (= 4 weeks)
In the case of temporary employment during the vacation year, the vacation entitlement is prorated according to the employment duration. Fractions of vacation days amounting to at least half a day are rounded up to full vacation days.
Are public holidays counted towards the recreational leave entitlement?
For fixed weekly working days (e.g., always Mondays and Fridays), public holidays falling on these days (e.g., Pentecost Monday, Good Friday) do not require make-up work or pre-work. No vacation needs to be claimed for these days.
If an academic research assistant does not work on fixed agreed-upon working days but is flexibly employed, the weekly working hours are reduced by one-fifth per public holiday.
The weekly working hours in the role of academic research assistant must not exceed 19 hours.
The recording, documentation, and monitoring of working hours are the responsibility of the supervisor and the institution. Please discuss the formalities with the respective supervisor.
As a service for working hour recording, you can use our Excel spreadsheet for monthly working hour tracking (only in german).
We would like to point out that the file can only cover standard cases, and in cases of deviation, separate recording documents must be created.
What breaks am I required to take?
Work must be interrupted by rest breaks of at least 30 minutes for a working period of more than six to nine hours, and by a total of at least 45 minutes for a working period of more than nine hours. A break is considered to be an interruption of work of at least 15 minutes.