COVID-19 – Useful informations: GAIP application to access the campus during off-hours ; business trip requests ; changes to the PBRP from July 15

Use of GAIP application to access the campus during off-hours

As announced on May 7, it has been decided to widen the scope of the Institut Pasteur access control management system (GAIP) for out-of-hours access to campus in the evening, at night, on weekends, holidays and long holiday weekends (non-working hours – HNO).

While the use of GAIP to access the campus during off-hours was launched last week, it appears that many of you have not been sufficiently informed. This mail aims at clarifying the new modalities to access campus upon non-working hours.

We remind you that access to campus is authorized without restriction from Monday to Friday, from 7am to 9pm.

Outside these time slots, any visit to the campus on Saturdays, Sundays, public holidays, long holiday weekends or weekdays for evening and night access, is now subject to prior authorization request, and must comply with the following conditions:

• Please register access requests in HNO tab/category in the GAIP application before 9pm (instead of 4pm as indicated in previous communications) if you request access for the next day - including on Friday at 9pm if you request access for the coming Saturday or Sunday, and on the last working day before the start of a long weekend (Friday or Monday holiday or start of a long weekend)

• Validation in the GAIP application by the applicant's line manager (or representative) is also required before 9pm.

Please note: people requesting access to P3 laboratory during HNO time slots do not need to request HNO campus access. Their badge will be automatically programmed for the requested P3 and access to campus.

People who have forgotten to register, whose manager will have not validated their access or need to access the campus for an emergency will exceptionally be allowed access to campus. Upon arrival, these people will have to call security and, provided authorization is obtained from their line manager or his/her delegate, will be allowed access.

As mentioned on May 7, access to campus will be granted, subject to mandatory trainings/certifications.
In addition, any employee authorized to access campus during non-working hours must comply with the following rules:

• Avoid isolated work;
• Respect regulations on daily and weekly rest days;
• Apply all provisions of the internal regulations.

Strict compliance with all of these instructions is necessary to ensure smooth access to campus and maximum security for employees working on campus.

These rules do not apply to heads of scientific or administrative units, group leaders, CSE members, members of Senior Management Team and Board of Directors, animal facilities and on-call personnel.

For any question relating to:
• the use of GAIP application, please contact informatique@pasteur.fr
• mandatory trainings/certifications, please contact formation@pasteur.fr
• malfunctions you may encounter, please contact gaip@pasteur.fr

Reminder: line managers can delegate their validation responsibility through "Delegation" option (see GAIP main page).

The PBRP Committee

New procedures at the Institut Pasteur for business trip requests from July 15

Since several regions are still severely affected by the pandemic, and given the measures taken in a number of countries (suspension of air routes, closure of borders, compulsory quarantine, etc.), the PBRP Committee advises staff to postpone any business trips outside Europe until further notice. If you need to travel for professional or personal reasons, details about the applicable regulations can be found on the website of the French Ministry of Foreign and European Affairs, in the section "Advice for travelers by country" (in French).

The new procedures at the Institut Pasteur for business trip requests from July 15 are as follows:

1.   For business trip requests not related to priority projects, we would encourage staff to continue to use video conferencing where possible, including for conferences. Staff should remain cautious about attending conferences that do not offer a video conferencing solution;

2.   Business trips in France and Europe (European Union, Norway, Iceland, Switzerland and Liechtenstein) are permitted;

3. Business trips outside Europe will require the prior permission of the Delegate for Safety and Security, in compliance with the applicable procedure for missions to sensitive countries. The Delegate for Safety and Security will also request the opinion of the Department of Scientific Affairs. Any trips outside Europe therefore need to be planned, requests must be submitted at least 15 days in advance, especially if quarantine measures are in place;

4.   Before preparing for a trip abroad, staff must familiarize themselves with the applicable health measures in the destination country and on their return to France, to ensure that they do not impede the purpose of the trip (e.g. enforced quarantine or movement restrictions). Staff must provide details of these health measures in their business trip request.

Please make sure you comply carefully with these new procedures, which have been introduced to protect staff who will be traveling for professional reasons or in a personal capacity during the summer vacation.

The PBRP Committee

Changes to the PBRP from July 15

Since the health indicators for the outbreak in France are favorable and stable at this stage, the PBRP Committee has decided to continue with the resumption of activities on campus by easing some of the measures in our plan, while maintaining the distancing and hygiene measures laid down in the new national lockdown exit protocol for businesses adopted by the French Ministry of Employment on June 24.*

From July 15 onwards, 100% of staff will therefore be allowed to return to campus on a full-time basis.

The following new measures should be taken into account as from receipt of this email:

•   Exceptional authorization to work from home up to 3 days a week over the summer until the end of August, for staff who wish to do so and whose jobs can be performed from home. Staff working from home must liaise with their line manager to decide which days they will work on campus and which days they will work from home.

•   Masks must continue to be worn on campus in all situations or locations on campus where it is impossible to maintain a physical distance of at least 1 meter from others (shared spaces, canteen, etc.). From Monday July 6, masks will only be distributed once a day from 9.30 to 11am in the modules under the canteen.

•   For those at risk of developing a severe form of COVID-19, as identified by the French High Council for Public Health (HCSP),** remote working is recommended. For those who are unable to work from home, if their working conditions mean that they are unable to maintain a physical distance of at least 1 meter from others at all times, the resumption of work is contingent on the implementation of enhanced hygiene measures: scrupulous hand hygiene, strict compliance with physical distancing and wearing a medical mask (surgical or FFP2, not a general-use mask). These enhanced hygiene measures also apply to staff over the age of 65 and retired scientists invited to the Institut Pasteur.

•   Specific situations will be examined on a case-by-case basis by managers and local HR contacts.

•   The GAIP application for out-of-hours campus access has been in use since Wednesday July 1 for requests to access campus at the weekend.

•   Regarding meetings, signs indicating the maximum number of people and applicable hygiene and distancing measures are displayed in all meeting rooms, except for lecture halls, which cannot be used except with prior permission from the PBRP Committee.

•   Hosting visitors, interns and retired scientists:
- external visitors are allowed onto campus for professional reasons, up to three people per appointment, unless special permission has been given by the members of the Senior Management Board to exceed this number;
- interns may once again be hosted on campus, as long as they are supervised, they comply with distancing and hygiene measures and they have permission from their supervisory authority;
- retired guest scientists may return to campus, as long as they comply with the enhanced distancing and hygiene measures outlined above.

The epidemic situation may change at any time and the PBRP Committee reserves the right to review the guidelines in force on campus over the summer. We will send out a new message before the start of the academic year in view of the latest health indicators in France, and especially in the Greater Paris region, to confirm whether activities can return to normal at the Institut Pasteur in September.

Many thanks in advance for your compliance with all these new measures. For those who will soon be setting off on holiday, have a great summer.

The PBRP Committee

* https://travail-emploi.gouv.fr/IMG/pdf/protocole-national-de-deconfineme... (in French – see the summary on page 8)
** https://www.hcsp.fr/explore.cgi/avisrapports