Welcome to the City of Erlangen!
Dear Colleagues,
The City of Erlangen is delighted to welcome you to our city administration and wishes you a smooth start, as well as much joy and dedication in carrying out your new duties.
Your direct supervisors and the colleagues in the Human Resources and Organizational Affairs Office are available at any time to assist you with any questions or requests related to your onboarding and orientation.
The following information and documents are intended to provide you with an initial overview of your new employer, your new workplace, and potential points of contact within the organization. Please also note the extensive additional information and forms available in the topic-specific sections of our intranet, which provide helpful guidance and information on a variety of issues.
- Organizational Chart of the City of Erlangen – Division of Responsibilities
- Information about the staff council and the representative body for employees with severe disabilities – Welcome letter and list of staff council members
- Mobility Guide – interesting and useful information for your arrival and getting around in the city of Erlangen
Civil servants and public service employees are equally obligated to uphold the free democratic basic order within the framework of the Basic Law (GG) and the Bavarian Constitution (BV) and must be sworn in accordingly. Please contact your supervisor immediately upon starting work or service to arrange for a prompt swearing-in and to commit to the constitutional, statutory, and collective bargaining or municipal regulations.
- All relevant documents and additional information can be found on the intranet under Personnel & Organization / Workplace / Oath of Office & Commitment after you begin your service.
When you first began the process of establishing your employment or service relationship with the City of Erlangen, you confirmed your loyalty to the Constitution and your renunciation of any affiliation with Scientology-related organizations. - You can find all relevant background information on the intranet under Personnel & Organization / Workplace / Loyalty to the Constitution & Scientology after you begin your employment.
In addition, as part of your hiring process, we requested that you submit a certificate of good conduct to the Personnel and Organization Office. - You can find all relevant background information on the intranet under Personnel & Org / Workplace / Submission of Certificates of Good Conduct after you begin your employment.
- You can view the relevant data protection information and notices at any time after you begin your employment on the intranet under HR & Org / Workplace / Data Protection Notices.
You have already received the detailed data protection notices in accordance with Articles 13 and 14 of the General Data Protection Regulation regarding the processing of personal data within the framework of the employment or service relationship prior to signing the contract or prior to your transfer/appointment.
You can also find a guide or checklist for your arrival and the onboarding process at the City of Erlangen on the intranet under HR & Org / HR Development / Onboarding of New Employees.
All documents and materials necessary for the successful completion of your hiring, appointment, or transfer process, as well as important information regarding the use of local public transportation, the City of Erlangen’s subsidy options, and the availability of the VGN corporate pass, can be found—according to your respective status group – in the following articles, as well as in a summary on the intranet under HR & Org / Workplace / Hiring Documents after you start work.
To complete your personnel files, please send the documents listed below, fully completed and signed, no later than two weeks after signing the contract or immediately upon starting work to the
, Organization and Human Resources Department – Dept. 112
Werner-von-Siemens-Straße 61
91052 Erlangen
If you have any questions, the staff at the Office of Human Resources and Organization will be happy to assist you.
Employees covered by a collective bargaining agreement
- Employee Information Form
Please fill out the personnel form truthfully and confirm its accuracy with your signature. - Supplementary Questionnaire for Payroll
Please ensure that the payroll-related data is entered correctly to ensure timely payment of your compensation. - Vacation Certificate
If you are transferring to the City of Erlangen during the current calendar year, please complete this certificate and have your current vacation entitlement confirmed by your former employer. - Application and Information Sheet for Exemption from Mandatory Pension Insurance
Please complete this form only if you are in marginal employment (less than 450.01 euros) and wish to be exempted from mandatory pension insurance. - Application for Tax Exemption
Please fill this out only if you are engaged in part-time educational work for the City of Erlangen. At the same time, your individual working hours must not exceed one-third of your regular working hours (generally no more than 13 hours per week). - Notification of a secondary employment and information sheet on reporting secondary employment for salaried employees
Please be sure to complete this form if you are engaged in another paid activity in addition to your work for the City of Erlangen (this also applies to the trainer’s flat rate). - Medical History Form
Please complete the medical history form in full and bring it with you to the pre-employment medical examination with our company physician. Your information is, of course, subject to medical confidentiality. - Information pursuant to the Infection Protection Act (IfSG)
Applies to all employees in social and educational services. Please bring the form with you to your scheduled appointment with our Youth Welfare Office physician, as indicated in your cover letter. She will provide you with an updated instruction in accordance with the Infection Protection Act. - Scientology Questionnaire
- Minutes of the Oath and Pledge and Information Sheet on the Minutes
- Loyalty to the Constitution within Bavaria
Civil servants
- Personnel Form
Please fill out the personnel form truthfully and confirm its accuracy with your signature. - Supplementary Questionnaire for Payroll
Please ensure that the payroll-related data is entered correctly to ensure timely payment of your salary. - Registration with the Bavarian Pension Fund
In connection with your registration with the BavarianPension Fund, we ask that you please complete Form No. 69 in full and return it to the Personnel and Organization Office as soon as possible. - Vacation Certificate
Please have your existing vacation entitlements confirmed by your previous employer using this certificate. - Allocation of child-rearing periods – Declaration and information sheet
Please complete this form to avoid double counting of child-rearing periods. - Family-related pay components
Please complete the OFZ declaration to verify the location and family allowance.
If required in the OFZ Declaration, please also complete the E Declaration or the F Declaration. - Application for Approval of a Secondary Employment
Please be sure to complete this form if you are engaged in another paid activity in addition to your work for the City of Erlangen (this also applies to volunteer work and the flat rate for trainers). - Notification of Volunteer Work, Guardianship, Custody, or Caregiving
Please notify the Personnel and Organization Office of all volunteer positions as well as any unpaid guardianship, conservatorship, or custodianship for a relative. - Scientology Questionnaire
- Minutes of the Oath of Office for Civil Servants
Privacy Policy
Data protection information on the processing of personal data in the context of your employment relationship in accordance with Art. 13 and Art. 14 of the General Data Protection Regulation
1. responsible for data collection is
City of Erlangen Address: Rathausplatz 1, 91052 Erlangen Phone: 09131 86 - 0 Email: stadt@stadt.erlangen.de
2. you can reach our data protection officer at the following contact details
Data protection officer Address: Rathausplatz 1, 91052 Erlangen at the City of Erlangen Phone: 09131 86 - 2321 or - 2273 Email: datenschutz@stadt.erlangen.de
3 Purposes and legal basis of the processing of personal data
Data processing is carried out to implement organizational, personnel and social measures, in particular for the purposes of personnel administration and human resources management.
The legal basis for data processing is Art. 6 para. 1 sentence 1 letter b or c of the General Data Protection Regulation - GDPR - in conjunction with Art. 145 para. 2 and Art. 103 of the Bavarian Civil Service Act - BayBG - and Art. 8 para. 1 no. 2 of the Bavarian Data Protection Act - BayDSG.
4 Recipients of personal data
Within the City of Erlangen, your personal data will be transmitted to the relevant offices and persons who must be involved in the establishment, implementation and termination of the employment relationship. These are in particular the personnel administration, the responsible specialist departments as well as the staff representatives, the representatives for severely disabled employees, the overall youth and trainee representatives and the equal opportunities officer.
In addition, data is passed on to external bodies if this is necessary. This includes, in particular, the transfer of data to the Bavarian Municipal Auditing Association, the Bavarian Pension Association, the relevant social insurance institutions, the supplementary pension fund, the tax office, the Inclusion Office, the Federal Employment Agency, the Trade Supervisory Office, the IT service provider KommunalBiT AöR and the service technicians as well as the system administrator.
Your personal data will not be transferred to a third country.
5 Duration of the storage of personal data
Your data will be stored for as long as is necessary for the performance of the employment relationship, taking into account the statutory retention periods in accordance with Art. 110 BayBG for civil servants or, in the case of other employment and training relationships, in analogous application of Art. 110 BayBG.
6. right of data subjects
Furthermore, the City of Erlangen informs you about your rights under the GDPR:
If your personal data is processed, you have the right to receive information about the personal data stored about you in accordance with Art. 15 GDPR.
If incorrect personal data is processed, you have the right to rectification in accordance with Art. 16 GDPR.
If the legal requirements are met, you can request the deletion or restriction of processing and object to the processing, see Art. 17, 18 and 21 GDPR.
If you have consented to the data processing or a contract for data processing exists and the data processing is carried out using automated procedures, you may have a right to data portability in accordance with Art. 20 GDPR.
If you make use of your above-mentioned rights, the City of Erlangen will check whether the legal requirements for this are met.
You also have the right to lodge a complaint with the Bavarian State Commissioner for Data Protection. You can reach him under the following contact details
The Bavarian State Commissioner Address: P.O. Box 22 12 19, 80502 Munich for data protection - BayLfD - Telephone: 089 21 26 72 - 0 Wagmüllerstraße 18 Fax: 089 21 26 72 - 50 80538 Munich E-mail: poststelle@datenschutz-bayern.de Internet: www.datenschutz-bayern.de
If you have any questions about data protection in the context of your employment relationship, please contact the Personnel and Organization Office on 09131 86 - 2423.