For safety reasons, RWTH Aachen University has decided that each office must be equipped with a desk phone so that, for example, emergency services can be called via 110, 112, or 113 (campus security) if necessary.

Therefore, the basic equipment for offices, workspaces, laboratories, workshops, and all other rooms at RWTH Aachen University where people work must include at least one desk phone. This requirement remains in effect even if users rely solely on softphone telephony.

Such telephone handsets, such as desk or wall-mounted phones, are centrally operated and administered by the IT Center. The telephone terminals and corresponding configurations ensure continuous operational capability, security, and availability. The IT Center recommends more than one telephone terminal per office so that the number of devices provides a certain degree of redundancy in case a device should fail at short notice.

The availability of softphones on users’ laptops, PCs, cell phones, or tablets cannot be centrally guaranteed. For example, if a work computer is turned off or undergoing an update, every office can be reached by phone in urgent cases.

Statement from the Occupational Safety and Radiation Protection Office of the RWTH Aachen (as of 2025)

 “As part of risk assessments and workplace emergency planning, the consistent availability of employees is an essential component of occupational health and safety. However, if mobile devices (smartphones or laptops) are used as the sole means of communication, this poses risks in terms of reliability and emergency communication. Legally, this is established as follows:

Occupational safety regulations

Pursuant to Sections 4 and 5 of the Occupational Safety Act (ArbSchG) and the Workplace Ordinance (specifically ASR A2.2), the employer is obligated to take measures that ensure secure communication in an emergency. This includes the reliable reachability of emergency services and internal emergency response teams.

Reliability in the Event of Mobile Network or Wi-Fi Infrastructure Failures

Cell phones rely on functioning networks or mobile network stations. In the event of a failure or overload of these systems—such as those that can occur during major disruptions, technical malfunctions, or power outages at mobile network stations—these devices become unusable.

Emergency Communication and Visitor Access

In acute emergency situations (e.g., medical emergencies, fire alarms), immediate and easily accessible communication is crucial. A permanently installed desk phone, ideally with one or more emergency numbers displayed, ensures that help can be summoned without technical delays (such as unlocking a device or launching an app)—even by external parties or visitors.

BSI Recommendation for IT and Operational Security

The German Federal Office for Information Security (BSI) recommends the use of redundant communication channels to avoid “single points of failure.” A desk phone significantly increases the resilience of communication infrastructure.