S U M M A R Y
ARTICLE 1 - Scope of Application
ARTICLE 2 - General Provisions
ARTICLE 3 - Laboratory Governance
ARTICLE 4 - Committees with Delegated Responsibilities
ARTICLE 5 - Personnel and Students
ARTICLE 6 - Schedules, Leaves, Absences
ARTICLE 7 - Dissemination of Scientific Results
ARTICLE 8 - Professional Loans
ARTICLE 9 - Use of IT Resources
ARTICLE 10 - Use of Collective Technical Resources
Internal Regulations of the Institute of Molecular Sciences of Marseille ISM2-UMR-CNRS-7313
The full regulations are available in the following PDF file
The AMU IT Charter is published here
Article 1 - Scope of Application
The purpose of these internal regulations of ISM2, in accordance with the regulations of the Public Service, CNRS, and Aix-Marseille University (AMU), is to specify the general internal operating rules of the Institute of Molecular Sciences of Marseille ISM2, and the measures applicable to all personnel assigned to ISM2, including fixed-term contract staff, temporary staff, auxiliaries, interns, students, doctoral candidates, post-doctoral fellows, and visitors. To ensure that it is known to all, the regulations will be distributed to all personnel, posted permanently at the main entrance of the ISM2 buildings, and made available to each team. The internal regulations will specify the rules related to organization (articles 1 to 10), and applicable in terms of hygiene, safety, training (article 4), dissemination of scientific results, confidentiality, and use of IT resources (articles 7 and 9).
Article 2 - General Provisions
2.1 Arrival at the Institute
Any new entrant to ISM2 must present themselves at the secretariat and provide all necessary information for the management of their file (insurance, internship agreement, administrative information, etc.). Any changes to this information must be reported without delay to the secretariat, which will forward these details to the relevant administrations. Each new entrant must read and sign the "Safety Instructions" document, available from the Health and Safety Officer of their team. They must attend the safety training sessions organized at the beginning of the academic year by the Health and Safety Officer of ISM2. Each new entrant must be informed about the dissemination of scientific results (confidentiality charter). Each new entrant must refer to the IT charter.
2.2 Departure from the Institute
Upon leaving the laboratory, personnel must return to their scientific supervisor all equipment and documents in their possession belonging to the laboratory (keys, laboratory notebooks, spectra, samples, etc.), data, computer files, reports, etc., in accordance with the legal texts in force (CNRS, University, and CNIL), equipment (computers, scientific equipment, etc.). They must return to the secretariat their access card to the Campus, keys, and any other card (photocopies, etc.). They must also clear their personal effects from the premises. They must, in agreement with their supervisor, dispose of any waste and samples that are no longer needed. They must ensure that all synthetic products made during their stay at the Institute are properly labeled indelibly and that their storage location is defined with the scientific supervisor. They must submit an activity report to their scientific supervisor. It is reminded that all equipment acquired by the laboratory is intended for professional use and remains the property of the supervisory bodies.
2.3 Compliance with Instructions
Personnel must comply with the instructions given by their hierarchical superiors as well as the instructions and prescriptions brought to their attention through service notes or postings.
Article 3 - Laboratory Governance
3.1 The Institute Council
The Institute Council is chaired by the Unit Director. It constitutes a body for information, exchange, and discussion. It has a consultative role and gives an opinion on all matters relating to scientific policy, resource management, organization, and operation of the Unit. Its composition and operating procedures are provided in accordance with the CNRS decision of 28/10/1992. For ISM2, which comprises 200 personnel, it will consist of 20 representatives, including 12 elected members and 8 appointed members.
Elected Members: 2 for the students' college, 3 for the ITA-IATOS college, and 7 for the Researchers/Teacher-Researchers' college, for a total of 12 elected members. Each college may designate alternates.
Appointed Members: the Director of ISM2, President of the Council, the seven Team Leaders (RE), for a total of 8 appointed members.
The 20 members of the Council have voting rights. The Director may invite other colleagues depending on the agenda and their expertise. These invited members do not have voting rights. By decision of the Director, the General Secretary will be invited to each session of the Laboratory Council.
The Council meets at least three times a year on the Director's invitation. The Council may meet more than three times a year, either on the Director's initiative or at the request of one-third of the Council members. In the event of a serious conflict between the Director and the Council, and if 2/3 of the Council members agree, the General Secretary may organize a vote of no confidence against the Director. If the no confidence vote gains the majority, the Director must report this to the supervisory bodies and request arbitration from them.
The Council is consulted by the Director on: the definition of transversal scientific axes and the collective aspects of the Institute's scientific policy any measure related to resources, organization, and operation of ISM2 training policy, Hygiene, Safety, and working conditions
It also has the mission to: propose measures to promote exchanges between Teams and enhance ISM2's visibility, examine requests for heavy equipment presented by the teams, harmonize them, and, if necessary, arbitrate between them, more generally, advise the Director on any question the latter deems useful to submit to it.
The director may request the presence of the Occupational Health Physicians and Prevention Advisors from both supervisory bodies (CNRS and AMU).
Documents are accessible via display, on the iSm2 website under the "Hygiene and Safety" tab, and in the intranet under the "DOCUMENTS OF THE H&S WORKING GROUP" section.
* Hygiene and Safety Cell "Aix-Marseille University"
Director of DHSE (Pharo)
Mrs. Christine BLANC : 04 91 39 65 82
@email
Assisted by :
Mrs. Amira ARARA : 04 86 09 08 90 (Executive Secretariat)
@email
Site Prevention Advisor (Etoile Campus)
Jean-Marie BERNARD : 04 91 28 89 77 / 06 30 69 21 88
@email
Assisted by :
Denis BRONDOLO : 04 91 28 88 36
@email
* Prevention and Safety Service of DR12 (CNRS Joseph Aiguier Site)
Regional Prevention Advisor
Stéphane NICOLAS : 04 91 16 43 02 / 06 70 13 54 65
@email
Assisted by :
Hélène IMBAUD
@email
* Occupational Health Physicians :
Medical service of the Provence and Corsica delegation of CNRS (Joseph Aiguier site) :
04 91 16 42 07 (secretariat)
04 91 16 41 33 – 41 64 (nurses)
04 91 16 41 09 (Dr. Catherine ROSSI-MAITENAZ)
04 91 16 41 11 (Dr. Valérie LAPEYRE)
Occupational Health Service "Aix-Marseille University" (Etoile Campus) :
The St Jérôme site secretariat (tel. 04 91 28 81 07) is open on Tuesdays, Wednesdays, and Thursdays; in case of emergency outside opening hours or in the absence of the secretary, contact the St Charles site secretariat (tel. 04 13 55 25 00: open Monday to Friday from 8 a.m. to 4:30 p.m.).
Dr. Amélie CHAMPARNAUD - Occupational Health Physician
Tel: 04 13 55 25 00 / Email: @email
- Prevention Tools
* The unique risk assessment document (DOCUNIC)
Risk assessment is an essential means of preserving the health and safety of personnel within a comprehensive approach to preventing occupational risks in higher education and research institutions.
Department heads must identify risk factors to which personnel may be exposed.
The professional risk assessment (EvRP) involves identifying and ranking the risks to which employees of an establishment are exposed, with a view to implementing appropriate prevention actions. It is the initial step in a health and safety policy. The EvRP is a structured approach, the results of which are formalized in a "unique document".
The unique professional risk assessment document (DUER) is mandatory and updated annually by the Institute's Prevention Assistants.
Different types of Risks to consider at iSm2 include:
This list is not exhaustive.
- Environmental factors (odors, noise, lighting, thermal environment...)
- Mental load (excessive stress, harassment)
- Falls (working at height, walking)
- Electricity (direct contact with live parts under normal operation, indirect contact, contact with parts accidentally energized)
- Work equipment :
• machine tools, glassware, centrifuge...
• materials machined, analyzed or processed (chips, dust, products, hot fluids, hot parts, vapors, dust...)
• products used for machining, analysis or processing of materials
- Fire :
• presence of combustible materials or products: storage of papers, cartons, flammable or explosive chemicals in any physical form, aerosols or large amounts of dust in the air (explosive atmosphere)...
• presence of equipment or installation that can generate heat: open flame (Bunsen burner, ...), defective or inappropriate electrical installation, static electricity, heating, laser, hot work...
• presence of an oxidizer: atmospheric oxygen, chemicals (peroxides, ...)
- Biological risks, related hazards:
• pathogenicity degree of manipulated biological agents (virus, bacteria, fungi, parasite, GMO...)
• sharp, cutting, piercing objects
• release of allergenic or toxic biological products
• uncertainty about the pathogenicity of some biological products (cell culture, human blood sample, ...)
• products dangerous to the environment
- Chemical risks that must be well identified in each department:
• Dangers related to physico-chemical properties: flammable products, oxidizing products, explosive products, and corrosive products.
• Dangers related to toxicological properties: irritant products, harmful products, toxic products, carcinogenic products, mutagenic products, products toxic to reproduction.
• Dangers related to eco-toxicological properties: products dangerous to the environment.
• Dangers related to scientific uncertainty about the dangers of synthesized products.
Following the risk assessment, the APs propose a prevention program that allows for:
• implementing a comprehensive prevention approach based on general prevention principles,
• drawing up an inventory of identified risks,
• conducting a risk assessment of their work unit,
• planning prevention actions for the unit.
This document is signed by the Director of the Institute. The Director of the Institute relies on this assessment to establish a summary report for the evaluation committee. This document is accessible on the iSm2 intranet.
* Individual Exposure Record (FIE) and Accidental Exposure Record (FAE)
With the creation of the individual exposure record, the regulatory system for tracking professional exposure to hazardous chemical agents is now established.
This record aims to identify people exposed to hazardous chemicals, including carcinogenic, mutagenic, and reproductive toxic (CMR) substances, which are handled within research structures, and to characterize the exposure. It is not intended to record individuals' past exposures. The exposed person specifies the characteristics of the hazardous chemical (common name, CAS number, hazard category and classification level for CMR, physicochemical form), the nature of the work, protective measures (PPE/EPC), the exposure period, and simultaneous risks.
This record must be completed annually during the risk assessment. Additionally, it must be updated whenever any technique that may modify exposure to hazardous products and substances changes. The exposed person fills out their record with the help of the AP and possibly the Prevention Advisor. The exposed person, the unit director, and the employer must sign the record. It is then submitted to occupational health and kept in the agent's file.
The accidental exposure record to hazardous chemical agents is completed in case of unforeseen events (incidents or even accidents) involving the operator or intervening in the work environment that may lead to the exposure of one or more persons. This event must be recorded jointly in the Occupational Health and Safety Register signed by the exposed personnel, the head of department, and the unit director.
* Occupational Health and Safety Register (RSST)
Regulation - Article 3-2 of Decree No. 82-453 of May 28, 1982, amended by Decree No. 2011-774 of June 28, 2011
"Art. 3-2. ― An occupational health and safety register is opened in each department and maintained by the agents mentioned in Article 4. This document contains the observations and suggestions of agents regarding the prevention of professional risks and the improvement of working conditions.
The occupational health and safety register is made available to all agents and, where applicable, to users. It is also made available to occupational health and safety inspectors and health, safety, and working conditions committees."
Each agent has the opportunity to record on this register all observations and suggestions they deem appropriate to formulate in the field of hygiene and safety, noting accidents and incidents that have occurred.
The mentioned information can be of various natures: a potential risk observed or incurred, an accident or incident seen or experienced, a malfunction or non-operation of an installation or safety device, any suggestion related to the prevention of professional risks and the improvement of working conditions (lighting, noise, general environment, etc.).
In departments that serve the public, the RSST must also be made available to users. They must be clearly informed of the existence of such a register.
The department head must affix their visa next to each entry. If they wish, they can accompany this visa with comments. If they believe that the remarks recorded in the hygiene and safety register are justified, the department head takes the necessary measures, if the problem falls within their competence, or refers it to their superior, otherwise.
Moreover, the CNRS and AMU CHSCT must, at each of its meetings, examine the entries recorded in the hygiene and safety register, discuss them, and be informed by the administration of the actions taken in response to each issue raised by these entries.
The RSST must be available for consultation at any time by the Occupational Health and Safety Inspector (IHS).
Note: Independently of its regulatory obligation, this register will allow everyone to fully exercise their citizenship, be an actor in their safety, and enable better communication on hygiene and safety issues.
The AP ensures the proper maintenance of this register.
The AP will have a listening role and possibly assist in drafting records. Periodically, they will inform the team leader who will decide to address the observations collected based on their urgency.
* Training for New Arrivals
This involves providing new entrants with the necessary information to fully understand the risks involved and thus fully engage them in the prevention process.
The AP or the correspondent must be informed in advance of the arrival of a new entrant (Permanent staff, Post-Doc, Doctoral candidates, Masters, interns...) to organize their reception and training in prevention, hygiene, and safety in the best possible way. During the training and laboratory visit, the AP or the department's Hygiene and Safety Correspondent welcomes them, communicates the institute's hygiene and safety instructions, informs them about existing risks, informs them of the laboratory's prevention plan, the RSST, emergency numbers, etc.
The AP will indicate to new arrivals the meaning of safety signage, the locations of fire extinguishers, safety showers, eye washes, and emergency exits.
They must also inform them of the procedure to follow in case of fire alarm activation, provide evacuation instructions, and point out the assembly point.
This mandatory training is organized within each team. It is supplemented by the CNRS Neo tutorial (https://neo.cnrs.fr/login/index.php).
All new third-cycle students preparing a thesis will be introduced to the Institute Director and administrative staff.
* Rights of Pregnant Women
Schedule adjustments (e.g., reduced work hours) may be granted.
For positions exposed to certain risks (chemical agents, hazardous products, etc.), the department head must propose a temporary reassignment.
This protection applies until one month after postnatal return. A pregnant woman is not required to inform her employer of her pregnancy, either at the time of hiring or during the execution of her contract, regardless of its nature (CDI, CDD).
- Safety Instructions
* Obligations and Prohibitions
It is strictly mandatory:
- to wear personal protective equipment (PPE): lab coat, safety glasses, protective gloves, etc.
- to use collective protective equipment (CPE): fume hoods, hoods, boas, BSCs, etc., for handling chemical/biological products
- to have authorization for the use of equipment/substances subject to regulation: autoclaves, electrical maintenance, GMOs, pathogenic sources, etc.
It is strictly prohibited:
- to work alone in the laboratory (see isolated work section)
- to smoke in the premises
- to prepare or consume food and drinks in the experiment rooms
- to use a mobile phone during experiments
- to clutter passages (hallways, clearances, etc.)
* Access to Installations
While it is the director's responsibility to ensure the safety and protection of personnel and to safeguard the institute's facilities, everyone must adopt a responsible attitude, care about their own safety and that of others (see the AMU safety instructions posted in the departments).
For security reasons, installations (laboratories, experiment rooms, storage rooms, locked cabinets) must remain accessible to the Institute Director, the Team Leader, and the AP at all times to facilitate emergency interventions. A key must be handed over to one of these actors to be kept on the workplace.
As mentioned in the internal regulations, the reference service hours are Monday to Friday from 8 a.m. to 7 p.m. (see 6.1.2 Daily hours, laboratory opening, premises access, isolated work).
* Isolated Work
Isolated work is defined, according to INRS, as performing a task by a person alone in a work environment where they cannot be seen or heard directly by others and where the probability of a visit is low. There are two categories of isolated work situations:
- work in an isolated location (isolated workshop, cold room, animal facility...)
- work outside of opening hours (very early or very late on weekdays, weekends, public holidays)
Isolated work is not a risk but an aggravating situation. Therefore, measures must be taken to ensure that any agent of the establishment or employee of an external company can be rescued as quickly as possible.
These measures may be technical (providing an "Isolated Worker Protection or PTI" system, for example) or organizational (instructions for regular calls to a security post, regular control rounds, etc.).
The Team Leader and Unit Director must be informed of any work likely to be carried out under these conditions and must take appropriate safety measures in advance.
As an exception, after authorization and under the responsibility of the Team Leader, the agent may perform recognized risk-free operations outside reference hours.
If risky work must necessarily be carried out outside reference hours, the agent must request written authorization from the Director and must be accompanied.
* Waste Management
Waste management must be part of the handling protocol and be defined in accordance with the rules in force at the St Jérôme site. Waste management is organized for the entire site and is supervised by the Prevention Advisor of the Etoile unit.
Two weekly collections are offered for chemical and biological waste: Tuesdays and Thursdays from 2 p.m. to 4 p.m. at the hazardous materials store (see procedure on the Marseille chemistry federation website: https://fr-chimie.univ-amu.fr/services02.html).
Upstream, waste must be correctly sorted in the laboratories. Summary sheets on the sorting of chemical and biological waste are available on the laboratory and federation websites.
* Prevention Plan - Safety Protocol - Loading - Unloading
During interventions by external companies (work, delivery of large equipment, etc.), a prevention plan or safety protocol must be established with the intervening companies, indicating the duration of the work and/or the nature of the risks and adjustments to be considered.
A preliminary visit to the intervention site is mandatory, in the presence of the work requester, a company representative, and an Institute AP. Anyone signing a work order or purchasing large equipment must establish this document.
Article 5 - Personnel and Students
The LABINTEL database must be updated in such a way that the supervisory bodies have a clear idea at any time of the ISM2 workforce and the composition of the teams.
5.1 - IT-IATOS Personnel
IT-IATOS personnel are assigned either specifically to a team or directly to common services for research or administrative and technical missions. In particular, the human resources necessary for local day-to-day management close to each team will be implemented. The assignment of personnel is done by the Director after consultation with the personnel concerned, the RE, the Personnel Commission, and the Council. In case of difficulty for an assignment, the Director must decide after consulting the CNRS and the UPC. These assignments are specified at the beginning of the four-year plan.
Recruitment will be discussed at the Directorate and Laboratory Council meetings, taking into account the specific needs of the teams and the general interest of the Institute.
The career file of an agent is filled out by their Team Leader (RE) after an interview. The file is signed by the agent, the RE, and the Director. An additional interview may take place between the agent and the Director at the request of either party.
Internship and mission requests are signed by the Director.
5.2 - Researchers and Teaching Researchers
Teaching researchers and researchers are assigned to a team at the beginning of the four-year plan. The composition of the teams as of January 1st of each year is communicated to the Institute's General Secretary. Within their team, teaching researchers and researchers can be responsible for themes according to the internal structure chosen by the team.
Researchers' activity reports are signed by the Director.
Internship and mission requests are signed by the Director.
Researchers and teaching researchers can change teams during the four-year period. This can be done consensually with the agreement of the interested party, the Director, the concerned REs, and the Council. Regarding researchers, the National Committee must be informed. In case of difficulty, the Director must decide after consulting the CNRS and the UPC
Recruitment of Researchers, Teaching Researchers, Post-doctoral Interns
Teams should have the greatest freedom regarding the recruitment of Researchers, Teaching Researchers, and Post-doctoral Interns. In general, any potential or institutional discussion between the supervisory bodies and the Director about positions should be transparent with information provided to the Directorate and the Council. Consultation at the Institute level should be encouraged by the Director by involving the Directorate and the Council.
Applications for CNRS researcher positions should remain at the discretion of the Team Leaders. The UMR Director must be informed. Regarding CNRS position posting requests, they will be made by the Director after consultation with the Directorate and requesting the Council's opinion.
The profiles and recruitment of Teaching Researchers are proposed and discussed within the Selection Committees (CdS). It is desirable that the Director be invited by the CdS during these strategic discussions.
5.3 - Students
Responsibility
Students are under the joint responsibility of the internship supervisor, the RE, and the Director. Therefore, in case of any problem, students should refer to their internship supervisor or the RE. If the problem exceeds the team's scope, the student should alert the Director.
Students will comply with the general principles of the Institute's operation described in the Internal Regulations.
As part of their research, students are entitled to the use of all the means of their Team and Common Services. They can access the resources of another Team with the agreement between the Team Leader welcoming the student and the Team Leader possessing specific equipment useful to the student.
Safety
Students must comply with the safety rules and procedures in force at the workplace. To do this, the internship supervisor must ensure that students are properly informed of the current safety instructions, the procedures to be followed, and the emergency measures (evacuation plan, fire extinguishers, etc.) available to them.
Students must report any suspicious phenomena to their internship supervisor, the Agent responsible for implementing Hygiene and Safety rules (ACMO), the team leader, or any other permanent staff.
The student (in thesis or post-doctoral internship) cannot be present outside the laboratory's opening hours, except for students with authorization to be present outside the institution's opening hours.
Confidentiality
When working on a confidential subject, a confidentiality agreement must be established between the two parties (the student and the internship supervisor).
Article 6 - Schedules, Leaves, Absences
The annual legal working hours of the public service are 1607 hours. The implementation modalities for CNRS personnel within the Unit take into account the provisions of the decree of 25/08/00 as well as those stated in the order of 31/08/01 and in the CNRS national framework. The implementation modalities for University personnel within the Unit take into account the provisions of order no. 07-054 of 12/11/07 from AMU.
6.1 - Working Hours
6.1.1 Weekly Duration :
The weekly effective working time for full-time CNRS agents of the Unit is: 38 hours 30 minutes over five days. The weekly effective working time for full-time Aix-Marseille University agents of the Unit is: 37 hours 30 minutes over five days. Working time corresponds to "effective" working time. It does not include the 20-minute break. It does not include the mandatory lunch break, which cannot be less than 45 minutes for CNRS agents or less than 30 minutes for AMU agents, nor more than 2 hours.
Personnel authorized to perform part-time service of a duration less than or equal to 80% may work on a weekly cycle shorter than 5 days.
6.1.2 Daily Hours, Laboratory Opening, Access to Premises, Isolated Work
The reference working time slot starts at 8 a.m. and ends at 7 p.m.
With the Unit Director's agreement and subject to service requirements, some personnel may work a staggered schedule relative to the reference time slot, which must be between 7 a.m. and 8 p.m.
CNRS personnel must work 7 hours 44 minutes daily and 38 hours 30 minutes weekly. University personnel must work 7 hours 30 minutes daily and 37 hours 30 minutes weekly.
Access to premises outside these time slots may be expressly and specifically authorized by the laboratory director.
Personnel whose work is deemed dangerous and needs to be carried out outside normal working hours and/or in remote locations must be accompanied. In all cases, personnel must comply with the hygiene and safety instructions posted in the premises made available to them.
6.2 - Annual Leaves
The number of leave days is 45 working days (i.e., from Monday to Friday) per calendar year. It takes into account the number of annual leave days (32 for CNRS and University personnel) and the leave days granted under the Working Time Reduction Arrangement (13 RTT days) given the weekly working hours adopted in the Unit. RTT days are used under the same conditions as annual leave days.
Personnel may benefit from two days of annual leave fractionation. 1 day if the agent takes 5, 6, or 7 days outside the period from May 1st to October 31st. 2 days if this number is at least 8 days. University personnel benefit from 10 additional leave days following order no. 07-054 of 12/11/07 from AMU. The use of 5 of these 10 days must follow AMU's instructions. The maximum number of leave days for CNRS personnel is 47 days. The maximum number of leave days for University personnel is 57 days.
Leave days are granted, after the hierarchical supervisor's opinion, subject to service requirements.
The carryover of annual leave days for CNRS personnel as well as unused RTT days is authorized until February 28th of the following year. Days not used by this date will be definitively lost, unless these days have been declared in a Time Savings Account. The carryover of annual leave days for University personnel as well as unused RTT days is authorized until August 31st of the current year. However, a residual balance not exceeding 10 days may be retained beyond August 31st and used before December 31st of the current year. Days not used by this date will be definitively lost, unless these days have been declared in a Time Savings Account.
. Unit Closure
The closure periods are decided at the beginning of each year by the Unit Director after the laboratory council's opinion. These will coincide with the University service closure period decided annually by the AMU President.
. Time Savings Account (decree 2002-634 of 29/04/02)
For CNRS agents, circular CIR40001DRH. For University agents, order 07-054 of 12/11/07 from AMU.
The savings base is set at 45 days and allows the difference between the 45 base days and the number of leave days taken during the year to be credited to the Time Savings Account. The Time Savings Account can be requested between November 1st and no later than December 31st of the reference calendar year. CET funding is subject to the following conditions: The number of leave days in the year cannot be less than 20. The CET can only be funded with unused leave days (annual and/or RTT days) as of December 31st, up to a maximum of 22 days per year. CET leave days must be used within a 10-year period. These leave days start when the agent has saved 40 days. After this period, the CET is settled.
. Duration of Leave Absences
Leave absences cannot exceed 31 consecutive days (leave duration is calculated from the first to the last day without deduction of Saturdays, Sundays, and public holidays).
. Leave Monitoring
To adapt work organization, each person must submit their leave requests to the agent's direct supervisor, who will forward a copy to the Institute's General Secretary with 8 days' notice. Leave monitoring (annual and RTT) is carried out within the Unit under the Director's responsibility and transmitted to the delegation or AMU (particularly for CET implementation: leave monitoring modalities by the delegation will be specified later).
6.3 - Absences
6.3.1 Absence for Medical Reason :
Any unavailability due to illness must, except in cases of duly justified force majeure, be reported to the Unit Manager or the General Secretary within 24 hours. Within 48 hours following the work stoppage, the employee must produce a medical certificate indicating the expected duration of the unavailability. Any bodily injury occurring in the course of professional activity must be immediately reported to the Unit.
For prevention purposes, the circumstances of the accident will be recorded in the Safety register.
6.3.2 - Missions
Any agent traveling for the performance of their duties outside the administrative residence (Bouches du Rhône) must have a mission order established prior to the mission.
This document is mandatory from an administrative and legal point of view; it ensures the agent's coverage under service accident regulations.
6.3.3 - Other Absences
Any absence other than leave, mission, or medical reason must be authorized by the Team Leader upon presentation of justification.
Article 7 - Dissemination of Scientific Results
7.1 - Confidentiality
Personnel are required to respect the confidentiality of the work entrusted to them as well as that of their colleagues. In particular, in case of external presentation, the authorization of the Team Leader is mandatory.
Confidentiality and security must also be respected in the use of IT resources. Personnel are subject to the IT charter of the UPC and CNRS (see article 8 of the internal regulations). Persons bound by contract to confidentiality rules must maintain absolute discretion over the work entrusted to them. It is reminded that keeping a laboratory notebook is an imperative necessity for all scientific personnel of the Institute. Non-contractual persons (interns, visitors, etc.) must sign a confidentiality agreement (a form will be made available to the RE).
7.2 - Publications, Patents, Contracts
Publications by Unit members must show the affiliation to the Unit and the supervisory organizations in the following format:
Site de l’Arbois
Site de St Jérôme Names
Names Aix-Marseille University
Aix-Marseille University or Ecole Centrale de Institute of Molecular Sciences of Marseille
Marseille ISM2-UMR-CNRS-7313
Institute of Molecular Sciences of Marseille Europôle Environnement de l'Arbois, Bat Villemin
ISM2-UMR-CNRS-7313 13545 Aix en Provence
Campus St Jérôme, service n° France
13397 Marseille cedex 20 France
A copy of all publications (articles, reviews, theses...) for which all or part of the work was carried out at ISM2 must be submitted to the secretariat every six months.
Article 8 - Professional Loans
Borrowing, even for a short period, of goods, objects, or equipment belonging to ISM2 must be subject to prior written authorization from the Direction or the RE.
Article 9 - Use of IT Resources
The use of IT resources is subject to rules specified in the IT charters of AMU and CNRS, the links to the respective websites of which are annexed to these internal regulations. These charters primarily define a code of good conduct. Their purpose is to specify the responsibility of users in accordance with the legislation and must be signed by all new arrivals.
* University Charter:
http://dosi.univ-amu.fr/sites/dosi.univ-amu.fr/files/2012.03.27-11_-_charte_regissant_les_usages_du_systeme_dinformation.pdf
** CNRS Charter: www.dsi.cnrs.fr/cnil/textes-de-reference/textes/Charte-informatique.pdf
Additionally, ISM2 proposes a more specific internal charter stemming from the general framework set by the supervisory bodies, which prevails over this one. This text primarily serves as a code of good conduct. Its purpose is to specify the responsibility of users in accordance with the legislation in order to establish the proper use of ISM2's IT resources and Internet services.
Scope of Application
These rules apply to anyone using ISM2's IT systems and the IT systems of external organizations accessible from the University.
Documents necessary for Council members' consideration must reach them two weeks before the Council meeting date along with their convocation. A summary of the Council's deliberations, validated by the Bureau, is disseminated within 15 days following the Council.
Renewal of Council Members
The Council will be elected for a four-year term, according to the following election procedures: College A and B (combined) – Researchers, teaching researchers -
- Permanent researchers (C) and teaching researchers (EC) are eligible to vote.
- Permanent researchers and teaching researchers are eligible.
- Elected members serve a four-year term, with a two-round plurinominal vote. College C (IT, IATOS)
- Permanent IT and IATOS members or those on a CDD > 6 months, team members, are eligible to vote. - Only permanent members are eligible.
- Elected titular members serve a four-year term with a two-round plurinominal vote. College Students
- Full-time doctoral students, team members, as well as long-term visiting doctoral students in the case of a co-supervised thesis or doctoral school, are eligible to vote and be elected.
- Elected members serve a non-renewable two-year term with a two-round plurinominal vote. In case of a tie, a draw will be held for the last seat to be filled.
Election of Elected Members
- Proxy voting is allowed (2 per person maximum). - The election is organized by a single Electoral Commission appointed by the ISM2 Director.
Appointment of Appointed Members
After the election, the Direction chooses them from among the voters of the three colleges.
3.2 - The Directorate
The Directorate is composed of the Director, the General Secretary, and the 7 Team Leaders. It constitutes a decision-making body and meets as necessary to address the following points: -Prospective scientific policy -Review and ranking of scientific dossiers (requests for external resources, internships, positions, etc.) -Policy for the allocation of research grants -Policy for scientific and technical employment
3.3- Training Commission
A Training Correspondent is appointed for the Institute. The Unit's training plan includes the ISM2 training plan, developed by the Training Correspondent. It is submitted for review to the Laboratory Council.
The Unit's Training Correspondent informs and advises personnel on their training needs and requests. They participate, with the Unit Director, in developing the orientation note and the Unit's training plan.
Evaluation of training needs - Implementation of the PFU (questionnaires, meetings, interviews)
- Proposal for collective training (Unit, Laboratories)
- Collection of individual training needs
- Definition of Individual Training Plans
PFU drafting - Feasibility and cost study
ISM2's training expertise (training proposals to other Laboratories)
Training to be maintained in the next PFU ¾ Training on newly acquired/to be acquired instruments ¾ Safety (newcomers or refresher) ¾ IT (software) ¾ Communication tools ¾ Administration/management training ¾ Languages
The ISM2 Training Correspondent is Mireille ZELLER AI CNRS.
Article 4 - Commissions with Delegated Responsibilities
4.1 - Personnel Commission
It has a dual mission:
a preparatory role in forecasting technical and administrative employment (activity interview, job profiles, potentially vacant positions, etc.)
a consultative role for managing IT and IATOS personnel (team needs, organization, advancement and bonus criteria, ranking, etc.)
The Personnel Commission is composed of:
- the Director
- the General Secretary
- IT-IATOS personnel who have volunteered
The members of the Personnel Commission are: Jean RODRIGUEZ, Director Alain GIORGI, General Secretary Laurence ASIA AI, CNRS Mireille ZELLER AI, CNRS Valérie PIQUE IE, EN Yolande CHARMASSON TECH, EN Michel GUILIANO IR, EN Patrick TIJERAS AJT, EN
With the Director's agreement, the Commission may invite external members.
The members of the Commission serve for the duration of the contractual period. The ISM2 Director presides over the Commission's work, which meets at least twice a year upon the Director's invitation.
Commission members are bound by confidentiality regarding opinions expressed in session by its members. Only documents and proposals issued by the Commission can be made public. It is reminded that IT-IATOS personnel remain subject to the rules of the organization to which they belong. The agenda and related files must be communicated at least one week before the commission.
4.2 - Health and Safety Commission
- Regulatory framework and responsibility
The staff is required to observe the hygiene and safety rules set out in the framework of legal and regulatory provisions:
• Labour Code, internal regulations, and safety.
• CNRS/Official Bulletin No. special - Dec. 1991 and Sept 2003.
• Decree No. 95-680 of 05/09/95, concerning occupational hygiene, safety, and medical prevention in the public service.
• Specific Hygiene and Safety Agreement between the CNRS and Aix-Marseille University.
- Organization of prevention actors
* Prevention actors of iSm2
The Prevention Assistants (PA) are responsible for assisting and advising the Institute Director or the department head in implementing and improving the risk prevention organization :
- by conducting risk assessments in collaboration with the department staff (Docunic/DUER or EvRp)
- by informing and raising awareness among staff working in the department about the implementation and observance of hygiene and safety rules.
- by welcoming and training new entrants in prevention
- by managing accidents and incidents (keeping RSST records, analyzing causes)
The size and structure of iSm2 at the chemistry-biology interface have led the Management to propose the appointment of three reference PAs:
The reference PA for iSm2 for the biology part is Ms. Elise DEZORD-DEZORD, IE, CNRS.
The reference PA for iSm2 for the chemistry part is Ms. Sabine CHEVALLIER-MICHAUD, AI, CNRS.
The reference PA for Aix-Marseille University is Ms. Yolande CHARMASSON, TECH, AMU.
The reference PAs coordinate the established prevention policy with the various concerned actors.
The Health and Safety Commission of the Unit, composed of correspondents and PAs, meets at least once a year and at the request of its members. It is chaired by the director and consists of:
- Ms. Yolande CHARMASSON (reference PA, AMU)
- Ms. Elise COURVOISIER-DEZORD (reference PA, CNRS)
- Ms. Sabine CHEVALLIER-MICHAUD (reference PA, CNRS)
- Ms. Cendrine NICOLETTI (correspondent, Biosciences team)
- Mr. Patrick TIJERAS (PA, CTOM team)
- Mr. Nicolas VANTHUYNE (correspondent, Chirosciences team)
- Mr. Damien BONNE (correspondent, Stereo team)
Article 10 - Access to IT and Internet resources
The use of IT resources and Internet services, as well as the network for access, is authorized exclusively within the scope of professional activities for staff and studies for students, in accordance with current legislation.
The use of shared IT resources of ISM2 is subject to authorization, granted by ISM2. These authorizations are strictly personal and cannot be transferred, even temporarily, to a third party. These authorizations can be withdrawn at any time. Any authorization ends upon the cessation, even temporary, of the professional activity that justified it.
The system administrators designated by ISM2 have the duty to ensure the proper functioning of the servers and shared IT resources of ISM2. They have the right to take all necessary measures to assume this responsibility while respecting professional ethics.
In particular, a system administrator can take precautionary measures (stopping an execution, removing access rights, etc.) to address a functional or security incident. In this context, it is lawful for them to seek any useful information, including by examining private files or various logs (connections, remote access, etc.), with an obligation of confidentiality.
Users are informed that the system administrators designated by ISM2 can access all available information on the system and use all traceability elements to perform any control operation, particularly to detect and stop all acts prohibited by law or that would be detrimental to the interests of ISM2.
Security rules
The security rules concerning user workstations are part of the AMU IT charter and the CNRS IT charter. Any observation of a violation, attempt of violation, or suspicion of a violation of an ISM2 IT system must be reported.