COVID-19: PBRP message of Tuesday September 29

Key points:

1.    increase in home-working allowance to 4 days a week (up from 3);
2.    meetings should be held online where possible;
3.    reminder that masks must be worn on the entire campus at all times;
4.    reminder of distancing in the company restaurant;
5.    need for distancing in all situations and especially during meals, breaks, cigarette breaks, etc.;
6.    closure of cafeterias except for takeaway;
7.    restrictions on external visitors and business trips;
8.    Santé publique France information sheets available on Webcampus for anyone with questions;
9.    patience, solidarity and concern for others.

As you will have heard in the latest announcements by the French government on Wednesday September 23, the COVID-19 epidemic is developing very rapidly, and new restrictive measures are required in accordance with the alert level of each region in France. Alert levels are determined by three indicators that measure how the virus is circulating: the SARS-CoV-2 infection rate, the number of elderly people infected and the occupancy of beds in intensive care units in the region's hospitals. In this new regional classification, Paris and its inner suburbs are currently classed as "heightened alert zones."

Given the deterioration of the epidemic situation, our two priorities remain the protection of staff and the maintenance of essential activities on campus, especially scientific research.

The Institut Pasteur senior management team is well aware of the considerable efforts made by all staff during this unprecedented time. But the developing situation means that constant adjustments are necessary.

The current epidemic situation may deteriorate further, and we need to remain on our guard. It will be several months before new treatments and, in the medium term, vaccines will give us a real route out of the current health crisis.

To further reduce any risk of infection on campus, the PBRP Committee has taken the following measures, which are into force since Wednesday September 30:

 

1/ Increase in home-working hours for roles that can be carried out at home:

All staff whose roles allow them to work from home are strongly encouraged to increase their home-working hours; this will facilitate the continuation of activities requiring a physical presence on campus (laboratory research, medical activities, technical scientific support roles, CNRs, Medical Center, etc.).

By way of exception to the agreement on working from home, staff who are able to do so should aim to work from home 3 or 4 days a week (home-working days must be recorded in the HR portal), while making sure they come to campus at least one day a week to encourage team bonding.

Staff should consult their line manager to determine their home-working arrangements. The entity's working organization should be taken into account (e.g. by introducing a rotation system within each team), as should the personal commitments of each staff member.

During these home-working periods, staff are reminded of the importance of maintaining links with their colleagues and organizing their work as efficiently as possible so as to maintain a balance between their professional and personal life.

Scientists are also requested to use their time working from home for activities that do not require their presence on campus (meetings, writing articles, etc.), where possible.

 

2/ Stricter hygiene and distancing measures:

Hygiene and distancing measures are the most effective way to protect ourselves and others from infection, as long as they are scrupulously observed.

The management team will pay particular attention to compliance with hygiene and distancing measures in food outlets and on the entire campus.

We would remind you that masks must be worn in all outdoor areas on campus, as well as in shared spaces, laboratories and offices. Staff members with their own offices are not required to wear a mask in their office unless they receive visitors.

Staff gatherings are not permitted, including at lunchtimes, since it is impossible to maintain a physical distance of at least 1 meter between people in these circumstances.

To make sure that hygiene and distancing measures are observed at lunchtimes in the company restaurant (open from 11.30am to 2.30pm) and cafeterias, one or more people will be given the task of managing numbers and reminding staff of distancing rules. The two cafeterias (Au Bienfait and The 25) are now only open for takeaway, and all their tables and chairs have been removed.

If you think you might have COVID-19, please consult this link (recommendations issued by Santé publique France in French) for details about what to do. You can also find information about the role of the Occupational Health Department and its priorities here.

 

3/ Organization of meetings, seminars and thesis defenses:

It is now recommended that all meetings should be held via Teams; face-to-face meetings should be avoided where possible.

Meetings, seminars, departmental day events and thesis defenses that cannot be held virtually may take place on campus in compliance with the following guidelines: maximum number of people authorized indicated for each room, no more than three external visitors, observance of hygiene and distancing measures: physical distance of at least 1 meter and masks worn at all times by participants and speakers.

We would remind you that all social gatherings (coffee breaks, shared lunches, celebrations, drinks receptions, etc.) are prohibited until further notice.

 

4/ External visitors, events and other activities:

No more than three external visitors may be invited to a given meeting or event, unless special permission has been granted by the PBRP Committee. If the number of members of a thesis committee exceeds this quota, permission from the PBRP Committee is required.

No one under the age of 18 is allowed onto campus until further notice. Guest researchers aged over 70 may come onto campus for up to one day a week until further notice.

Events organized for external visitors by the Institut Pasteur Conference Center, museum tours and all sports and cultural activities (ASIP, La Pasteurale, etc.) are suspended until further notice.

 

5/ Business trips:

Business trips within and outside Europe require a favorable opinion from the Delegate for Safety and Security and the management team, in accordance with the applicable procedure. Business trips within France (mainland France and overseas territories) do not require special permission.

 

In practical terms, for any questions concerning PBRP measures, there are now two email addresses:

1.    PRPA-priorite@pasteur.fr: for any questions for the COVID-19 representatives (Pascal Masse-Navette and Pierre Galopin) and general non-scientific questions (HR, health and safety, health in the workplace, etc.).
2.    PRPA-science@pasteur.fr: for specific questions related to science and laboratories, as well as requests for permission to use lecture halls and auditoriums.

We are grateful to all of you for your cooperation in implementing these measures, which have been adopted to protect the entire Institut Pasteur community and to facilitate the continuation of research activities that are central to our work.

Patience, solidarity and concern for others are more vital than ever at this time.

The PBRP Committee