Pursuant to § 12 section 7 of the Statute of the Warsaw Medical University, in connection with the Act of March 2, 2020 on special solutions related to the prevention, countermeasures and combating of SARS-CoV-2, other infectious diseases and emergencies caused by them (Journal of Laws item 374 of 2020), (“Act”) and in connection with the circular letter of the Rector No. 1/2020 it is ordered as follows:
§ 1.
Between 12.03.2020 and 30.04.2020 the following principles are introduced for preventing and counteracting the spread of SARS-CoV -2 virus among members of the community of the Medical University of Warsaw (MUW) and the principles of work organization:
§ 2.
1. All conferences and events organized by MUW and external events organized by MUW Departments are canceled.
2. International business trips and participation in national conferences of employees, doctoral students and students of the Medical University of Warsaw are suspended.
3. Visits of foreign guests at the University are suspended.
4. The provisions of sections 1-3 shall apply until 15.05.2020
§ 3.
1. Suspended are:
1) all lectures, seminars and classes in the first-cycle, second cycle, full-time master’s studies, postgraduate studies, as well as courses and trainings held at the Medical University of Warsaw,
2) all classes held in doctoral school and doctoral studies,
2. Credits and exams taking place in the rooms of the Medical University of Warsaw which require direct contact of students or doctoral students and teachers are suspended.
3. In view of the regulations taken, the University will make every effort to allow students to implement the curriculum and credit the courses at another time and forms despite the extraordinary situation and precautions taken.
4. The recruitment calendar for studies at the Medical University of Warsaw remains currently unchanged.
5. Suspension of classes (such as, i.e. practical classes as part of studies, lectures, meetings of scientific circles) does not limit the conduct of scientific activities of the employees, students and doctoral students, if they can be carried out online.
6. All lectures and seminars planned for the end of the academic year should be implemented using distance learning methods and techniques. If possible, classes and optional course (until further notice) should also be carried out by remote methods. The decision on the possibility of implementing learning outcomes by distance learning methods is made by the teacher in consultation with the head of the department.
7. Academic teachers shall prepare teaching materials enabling them to continue the education process in a remote form and to conduct classes using distance learning methods.
8. Students shall participate in all lectures, seminars and classes provided for each field and year of studies by distance learning methods.
9. If possible, departments should carry out credits and exams using remote methods.
10. If possible, students should continue to prepare the BA, MA and PhD thesis using distance learning and distance work methods.
11. The heads of individual departments shall organize and supervise the distance learning process.
§ 4.
1. Students are advised to leave the dormitory No. 1 and No. 2-BIS for the period of suspension of lectures, seminars and classes.
2. The accommodation of new students in student residences at the Medical University of Warsaw is suspended.
3. In order to ensure communication between students and dean's offices, it is recommended to use electronic means (including scan) and telephone contacts. Correspondence in paper form should be limited to the minimum necessary and must be submitted only to the mailroom of MUW (room 009).
§ 5.
1. An obligation to limit the direct contact of employees at work to a minimum is introduced.
2. To ensure communication, it is recommended to use e-mail correspondence (including scans) and telephone contacts. Correspondence in paper form should be submitted to the MUW mailroom, and not directly to administrative departments or offices.
3. Letters containing confidential information, e.g. in personal matters, should include the sender's identification, should be marked with a red inscription "personal data" and addressed to the Human Resources Department.
§ 6.
1. In order to counteract SARS -CoV-2, it is recommended for the employee to perform work specified in the employment contract, outside the place of its permanent performance, hereinafter referred to as "off-site work".
2. If the employee must perform on-site work, he/she should minimize the time spent in workplace.
3. The decision about off-site work is made by the heads of each unit for each employee individually.
4. If the head of the unit agrees for off-site work the employee performs his/her work outside the place of the permanent performance, fulfilling his/her current duties and forwards the effects of his/her work to the employer in a manner agreed with the employer.
5. Special rules for providing work during the SARS-CoV-2 virus infection risk period are specified in a separate Rector's order.
§ 7.
1. The employee is obliged to immediately inform the employer of suspected illness caused by the SARS -CoV- 2 virus.
2. The information referred to in para. 3, should be forwarded to the head of the department by e-mail or phone, and then confirmed by e-mail to the following address: zgloszenia@wum.edu.pl
3. The head of the organizational unit decides to order the employee to work off-site, agrees with the employee the scope and duration of the off-site work. Once, this period may not exceed 14 calendar days.
4. The head of the organizational unit is obliged to:
1) follow daily the current announcements of the Chief Sanitary Inspector and the Medical University of Warsaw messages regarding coronavirus;
2) notify to the MUW IT Center to provide MUW the employee working off-site with resources and programs his/her work computer in the MUW's internal network; the application should be sent to the following address: IT@wum.edu.pl with the name and surname of the given person and the computer's IP address in the MUW internal network to which the encrypted connection is to be provided;
3) maintain contact with an employee working off-site and supervise the effects of this work.
4) report the situation to the employer.
5. The obligation to report suspected SARS – CoV -2 virus infection also applies to PhD students and students - information should be sent to the e-mail address: zgloszenia@wum.edu.pl
§ 8.
1. From 16.03.2020 the process of requesting, accepting and signing contracts at the Medical University of Warsaw, including contracts concluded under the provisions of public procurement regulations or other documents, including accounting documents, documents regarding cases HR, payroll, social, power of attorney, etc. is done via e-mail and attached PDF files, hereinafter referred to as "PDF Documents", where:
1) scans of documents must be legible,
2) the title of an electronic message (e-mail) is required, in accordance with the content of the PDF Document to which correspondence relates.
2. The person authorized / obliged to prepare the PDF Document sends relevant information about its preparation via e-mail, with the attached PDF Document.
3. The person authorized / obliged to accept / approve / sign the PDF Document sends information about the acceptance / approval of this Document by e-mail correspondence, with the attached PDF Document.
4. Approval / acceptance / signing of the PDF Document may also be made using a qualified electronic signature.
5. Signing of contracts concluded under the provisions of public procurement is done with the use of a qualified electronic signature.
6. The rules for accepting and signing PDF Documents relate, in particular to:
1) accounting documents,
2) payroll lists for personal and impersonal remuneration and the payment of social benefits,
3) proxies and authorizations,
4) employment contracts and other employee documents,
5) civil law contracts and bills,
6) applications in personnel matters,
7) documents regarding social benefits,
8) documents related to the implementation of scientific and research projects, etc.,
7. The principles of the safety of off-site work in connection with preventing the spread of SARS-CoV-2 virus among members of the MUW community are specified in a separate Rector's order.
8. The existing rules for settlement the matters and circulation of documents, including financial and accounting documents, specified in:
1) Instruction specifying the procedures and rules of payment for the settlement of the WUM's obligations towards natural and legal persons (Chancellor's Order No. 55/2020 of 19.02.2020), however, the process of controlling and accepting payment instructions and making payments by the Finance Department is carried out in electronically (e-mail) and the circulation of documents in paper form is replaced by documents in PDF format,
2) Instructions for the circulation of financial and accounting documents of the Medical University of Warsaw (Chancellor’s Order No. 56/2020 of 19.02.2020), except that the receipt of financial and accounting documentation (foreign invoice, payable by bank transfer, own invoice and note) is conducted electronically, and the documents in paper form is replaced by documents in PDF format,
3) the regulations on the use of civil law contracts in the Medical University of Warsaw (Rector's Order No. 35/2020 of 27.02.2020), including the mandatory provision of PDF documents via e-mail, in accordance with the principles set out above in para. 1-6.
§9
1. From 16.03.2020 until 30.04.2020, the cash register in the Rectorate building will be closed.
2. Until 30.04.2020 suspended are:
1) the activity of the reading room, rental and self-service rental in the main library of the Medical University of Warsaw, in this time there will be no charges for late return of library materials.
2) all activities in Sport and Rehabilitation Center building i.e. at the swimming pool, gym, fitness rooms and sports halls. The Sports and Rehabilitation Center of the Medical University of Warsaw at Trojdena 2C in Warsaw will be available only to employees of the Medical University of Warsaw whose work positions are in this building.
§ 10.
The ordinance enters into force on the day of signing.
Mirosław WIELGOŚ
RECTOR