New organization and decision memos

•    Change to the rule on maximum staff number requirements (ETM)

The management team has decided to change the rule on maximum staff number requirements to give units more flexibility over recruitments.

The ETM determines the size of scientific units (except for UTechS, platforms/core facilities and collections). It is initially set by the senior management team when the unit is first established, and the unit head is informed of the number by a formal decision from senior management. The ETM will now be able to change over the course of the unit's existence. Any changes to the ETM require a new decision to be issued which overrules the previous decisions.

The ETM is used to determine the operational budget allocated to the unit each year. All units are given a fixed budget in accordance with their ETM. Any change to the ETM during the course of the year is taken into account in the following year's budget. The ETM is also used to determine the number of permanent technicians and engineers in scientific units (see organization memo 0112 dated March 5, 2020). Finally, the ETM is linked to the floor space allocated to each entity.

Staff who are in the unit for less than 9 months are not included in the ETM.

All staff members in the unit for more than 9 months of the year (except for second-year Master's students and laboratory assistants or agents) are included in the calculations for the ETM on a pro rata basis in line with their working hours (for example someone working on a half-time basis in the unit is counted as 0.5). The management team recommends that the number of interns should remain compatible with the number of members in the unit who can act as supervisors.

The unit head should check that the ETM will not be exceeded before recruiting any new staff. He or she should monitor any changes to staff in the unit using a chart; a template has been provided for this purpose by the Department of Scientific Affairs.

The ETM may change over the course of a unit's existence depending on various factors, such as assessment by the Scientific Council, the transfer of an existing staff member to the unit, or the addition/removal of a group. In the event that a group or person leaves the unit, the ETM may be reduced if the group or person was specifically identified in the ETM. However, if the group or person was included in the overall initial ETM, it does not change. An increase in the ETM does not automatically result in the unit being allocated additional space.

If the term of the unit comes to an end within two years (if the director retires or the decision is made not to renew the current term or submit a proposal for a new unit), the ETM will be reviewed in the December of years n-2 and n-1 before the unit closes. If necessary, the ETM for the unit may be reduced to bring it in line with actual staff numbers. This reduction will affect the calculation of the budget allocated for the years n-1 and n before the unit closes.

A temporary authorization to exceed the ETM (known as an ATD) may be granted to enable unit heads to temporarily adjust the size of their unit on the basis of activities and recruitments.

These authorizations are generally for a limited period only and are not included in calculations for the unit's operational budget. They do not entitle the unit to additional premises.

An ATD of two people will automatically be allocated to units requesting one if they have obtained prestigious funding such as an ERC grant, France 2030 Chair of Excellence or Impulscience Chair. This ATD will be valid for the duration of the funding.

Requests to increase ETMs and ATD requests should be submitted to the Department for Scientific Affairs.

Since ETM increases and ATDs are generally granted without additional premises being allocated, they entail a reduction in space for existing staff members in the unit. Before requesting an increase, the unit head must make sure that an increase in the number of people in the unit's existing premises ensures compliance with safety standards and the French Labor Code. If necessary, the unit head will need to draw up a plan for usage of the premises, providing a list of staff and indicating who is using offices or labs at any given time.

More information in organization memo 0146 (in French)

 

•    Update on appointments of course directors for the 2024-2025 academic year

A new decision memo (1443) updating the decisions concerning the appointment of course directors for the 2024-2025 academic year has been published online. This memo supersedes decision memo 1401.

More information in decision memo 1443 (in French)

 

•    Appointments of course directors for the 2025-2026 academic year

A new decision memo concerning the appointment of course directors for the 2025-2026 academic year has also been published online.

More information in decision memo 1444 (in French)

 

•    Appointment of a new member of the Institut Pasteur CETEA

Marta Lindner, Institut Pasteur (Animal and Auditory Phenotyping Core Facility at the Hearing Institute – APhe-Ida), has been appointed as a member of the Committee for Ethics in Animal Experimentation, "CETEA Institut Pasteur" CEEA 89, for three years as from May 14, 2025.

More information in decision memo 1449 (in French)