The application for the use of services of the computing centre was and is basically paper-based with manual signatures and dispatch by internal mail. Although this certainly does not really correspond to the technical possibilities available today and the computing centre is already considering the digitization of the application process, we unfortunately cannot switch to a new type of digital application ad hoc.

However, the current corona situation (spring 2020) brings challenges for the application process, which suggest a different approach for the period of the corona crisis. Persons required to sign are permanently available in the home office, i.e. not at the workplace at Kiel University, and the delivery of documents (e.g. applications) by internal mail to members of Kiel University is likely to be impaired, so that it cannot be assumed that the documents will be delivered promptly.

For this reason, the procedure for requesting services of the computing centre for the corona time will be changed to 'semi-digital' as follows

Applicant=A (e.g. A is 'Meike Paulsen' (initials MP))
Management=M
IT representative or network representative=ITB

Ablauf:

• A downloads the application, fills it out and then prints it out.
• A prints the form and signs it, adds a comment to the upper right corner with the note 'Vorab per Mail/Original in Papierform folgt per Post' (which translates to 'Via email in advance/Original will follow via physical mail'). Below said comment please add a unique character string in the shape of 2003221915MP (i.e. year, month, day, hour, minute (each with two characters), the intials of the name of A).
• A scans the signed application (or photographs it very well)
• If an email address is requested, the corresponding representative (here ITB) must agree to the allocation of addresses. So if an email address is requested:
  • A mails the scanned application to ITB with the subject 'RZ-Antrag Form1 <name of applicant> <unique character string>'.
    For example with the subject 'RZ-Antrag Form1 Meike Paulsen 2003221915MP'.
  • ITB checks the email address and forwards the application via email to management M with the addition 'ich stimme dem zu' (which translates to 'I agree').
• If NO email address is requested:
  • A mails the scanned application to M with the subject 'RZ-Antrag Form1 <name of applicant> <unique character string>'.
    For example with the subject 'RZ-Antrag Form1 Meike Paulsen 2003221915MP'.
• M receives this mail and forwards the mail with the same subject and the text addition 'Ich stimme dem beiliegenden Antrag zu' (which translates to 'I agree to the enclosed application') (VERY IMPORTANT) to the address anmeldung@rz.uni-kiel.de
• We confirm to A & M the receipt of this application, process the application, inform A and M by email about the processing
• A sends the original paper application with mail/house post/messenger to M, M signs this original application and sends it by mail/house post/messenger to the computing centre.
  If an email address is requested, the representative (see above) should also sign before sending it to the computing centre.

We hope to establish a practicable and acceptable procedure for the application process in corona/times of home office.

Thank you in advance for your understanding and cooperation!

Stay healthy!

L.Kühnel / 29.4.2020