Welcome to the City of Erlangen!
Dear colleagues,
The City of Erlangen is very pleased to welcome you to our city administration and wishes you a good start and lots of fun and commitment in your new job.
If you have any questions or requests in connection with your initial phase and your induction, your direct managers and colleagues at the Personnel and Organization Office will be happy to help you at any time.
The following information and documents are intended to provide you with an initial overview of your new employer and your new workplace as well as possible contact persons. Please also note the numerous additional information and forms in the topic-oriented areas of our intranet, which provide helpful information and answers to various questions.
- Organizational chart of the City of Erlangen - Business distribution plan
- Guide for new employees
- Information about the staff representatives and the representative body for severely disabled employees - Welcome letter and list of staff representatives
- Mobility folder - interesting and useful information for your arrival and mobility in the city of Erlangen
Civil servants and employees of the public service are equally obliged to uphold the free democratic basic order within the framework of the Basic Law (Grundgesetz - GG) and the Bavarian Constitution (Bayerische Verfassung - BV) and must be sworn in accordingly. Please inquire with your supervisor immediately after starting work or service about a prompt swearing-in and a corresponding commitment to the constitutional, statutory and collectively agreed or internal regulations.
- All relevant documents and additional information can be found on the intranet under Personnel&Orga / Workplace / Swearing-in & Commitment once you have started work.
When initiating your employment or service relationship with the City of Erlangen, you confirmed your loyalty to the constitution and your renunciation of scientology-related organizations. - All relevant background information can be found on the intranet under Personnel&Orga / Workplace / Loyalty to the Constitution & Scientology.
We have also asked you to submit a certificate of good conduct to the Personnel and Organization Office as part of your employment. - You can find all the relevant background information on the intranet under Personnel&Organization / Workplace / Submission of certificates of good conduct once you have started work.
- You can view the relevant data protection information and notices at any time after joining the company on the intranet under Personnel&Organization / Workplace / Data protection notices.
You have already received the detailed data protection information in accordance with Art. 13 and Art. 14 of the General Data Protection Regulation on the processing of personal data in the context of the employment or service relationship before signing the contract or before transfer/appointment.
You will also find guidelines and a checklist for the arrival and induction process at the City of Erlangen on the intranet under Personnel&Orga / Personnel development / Induction of new employees.
All documents and papers required for the successful completion of your recruitment or appointment/transfer procedure as well as important information on the use of local public transport and the City of Erlangen's subsidy options or the availability of the VGN company season ticket can be found in the following articles - according to the respective status groups - and summarized on the intranet under Personnel&Orga / Workplace / Recruitment documents once you have started work.
To complete your personnel documents, please complete and sign the following documents and send them to the following address no later than two weeks after signing your contract or immediately after starting work
Personnel and Organization Office
Organization and Human Resources Department - Dept. 112
Werner-von-Siemens-Straße 61
91052 Erlangen
If you have any questions, please do not hesitate to contact our colleagues at the Human Resources and Organization Office.
Employees covered by collective agreements
- Staff form
Please complete the personnel form truthfully and confirm its accuracy with your signature. - Supplementary questionnaire for payroll accounting
Please ensure that the data relevant to payroll accounting is correct in order to ensure prompt payment of your salary. - Vacation certificate
If you change to the City of Erlangen during the current calendar year / during the year, please complete this certificate and have your former employer confirm your current vacation entitlement. - Application and information sheet for exemption from compulsory pension insurance
Please only complete if you are marginally employed (less than 450.01 euros) and would like to be exempted from the pension insurance obligation. - Application for tax exemption
Please only complete this form if you work part-time as a teacher for the City of Erlangen. At the same time, your individual working hours may not exceed one third of your regular working hours (as a rule, no more than 13 hours per week). - Notification of secondary employment and information sheet on the notification of secondary employment for tariff employees
Please complete this form if you have another paid job in addition to your employment with the City of Erlangen (also applies to a lump sum for a trainer). - 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 doctor. Your details are of course subject to medical confidentiality. - Instruction according to the Infection Protection Act - IfSG
Applies to all employees in the social and educational services. Please bring the form with a corresponding note in your letter to the agreed appointment with our youth welfare office doctor. She will provide you with up-to-date instructions in accordance with the Infection Protection Act. - Scientology questionnaire
- Transcript of the swearing-in and commitment and information sheet on the transcript
- Loyalty to the constitution within Bavaria
Officials
- Staff form
Please complete the personnel form truthfully and confirm its accuracy with your signature. - Supplementary questionnaire for payroll accounting
Please ensure that the data relevant to payroll accounting is correct in order to ensure prompt payment of your salary. - Registration with the Bayerischer Versorgungsverband
With regard to your registration with the Bayerischer Versorgungsverband, we would like to ask you to complete career no. 69 in full and return it to the Personnel and Organization Office in good time. - Certificate of leave
Please use this certificate to have your existing leave entitlements confirmed by your previous employer. - Allocation of child-raising periods - declaration and information sheet
Please complete to avoid double counting of child-raising periods. - Family-related remuneration components
Please complete the OFZ declaration to check the local and family allowance.
If required in the OFZ declaration, please also complete the E declaration or the F declaration. - Application for approval of secondary employment
Please complete this form if you have another paid activity in addition to your work for the City of Erlangen (also applies to the lump sum for honorary posts and trainers). - Notification of an honorary position as well as guardianship, care or guardianship
Please notify the Personnel and Organization Office of all honorary positions as well as unpaid guardianship or care for a relative. - Scientology questionnaire
- Transcript of the swearing-in ceremony for civil servants
Data protection information
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.