April 10, 2020
Bulletin interne de l'Institut Pasteur
COVID-19 – Useful information: scams, information security, HR, health, campus opening times
- Be on your guard against scams, identity theft and bank frauds
In normal times, the Institut Pasteur is a target for all types of fraud (CEO fraud, purchase order fraud, forgery, identity theft of an employee or a supplier to change bank details, etc.). Under the current circumstances, this risk is considerably higher.
Institut Pasteur employees have recently been the subjet of attempted fraud or targeted by attempted identity theft and bank scams, sometimes involving their family members. We would ask all of you, together with your families, to be on your guard.
The process for requesting changes to employee bank accounts has been reinforced. Any requests to change your bank details must be made through the HR portal.
To confirm any changes to banking details, employees will receive an email from paie@pasteur.fr just before their salary is paid to notify them that their new bank account details have been taken into account.
For staff with difficulties carrying out these procedures on the HR portal or accessing IT tools, there are two possible solutions:
• Ask the Payroll Department to change your bank details by sending an email to paie@pasteur.fr from your work email address. The request will be processed after confirmation with the employee by telephone.
• Send a paper request by post, together with a copy of your ID, to the Payroll Department. The request will be processed once a confirmation email has been sent to the employee's work email address and the request has been confirmed with the employee by telephone.
• If the request is not possible by electronic means, send a signed paper request by post, obligatorily accompanied by a photocopy of an identity document, to the Payroll Department. The request will be considered only after the sending of a confirmation email to the employee’s professional email address and the employee’s confirmation by telephone.
- Information security reminder in the current context
With the Institut Pasteur moving to a reduced mode of operation because of the ongoing pandemic, many of you are working from home using your work computer or, in some cases, your personal computer.
We need each and every one of you to take precautions to prevent any cyber attacks from malicious sources. The Information Systems Security Department and the Information Systems Department are asking you to adhere strictly to the recommendations outlined in the guide below, which was made available at the beginning of the lockdown and has recently been updated to ensure that everyone working from home can do so as securely as possible. We would strongly recommend not using any software, applications or websites that may compromise the Institut Pasteur's information security, as described in the guide.
Link to the new version of the guide
- Message to staff authorized to come onto campus: employee and employer obligations in the event of a suspected or confirmed case of infection by COVID-19
We would remind all staff authorized to come onto campus of their obligations as employees during this pandemic situation:
Each and every individual, as laid down in article L. 4122-1 of the French Labor Code, must, in accordance with the instructions given to them by their employer,... look after their health and safety and the health and safety of other people affected by their actions or failure to act in the workplace.
All employees must therefore use all means at their disposal to safeguard their health and safety and the health and safety of others.
In the current pandemic context, you should therefore inform your employer, via the Occupational Health Department, if you think you may have come into contact with the virus, particularly if you have been in close contact with employees showing symptoms of COVID-19 or anyone with the virus outside campus.
If you wish to do so you may also inform your manager and/or your local HR contact, who are bound to confidentiality regarding any information you send them.
With regard to our obligations as your employer:
It is also emphasized that, in this type of situation, in the event of contamination or suspected contamination, the employer:
• must not inform other employees of the identity of one or more people suspected or confirmed to have the virus;
• must take appropriate logistical measures (confinement, home working, guidance and contact with the occupational physician, etc.);
• must carry out an appropriate deep clean of any surfaces at risk of contamination as soon as possible;
• if informed of a case of exposure to the virus, as stipulated by the French Data Protection Authority (CNIL), can record the date and identity of the person concerned and the organizational measures taken.
The aim is to inform other employees concerned, with the help of the Occupational Health Department, that they may potentially have been in contact with someone infected by or presenting symptoms of COVID-19 and to ask them to pay extra attention in complying with government recommendations and to immediately inform the Occupational Health Department if they notice any symptoms.
For your safety and the safety of everyone, please apply these measures.
We would remind you that you can access the COVID-19 information sheet on the Webcampus home page (accessible off campus without the VPN: https://connect.pasteur.fr).
- Medical treatment, renewing prescriptions: remote solutions
If you have a dental or optical emergency (broken/lost glasses, new contact lens order, etc.) or you need to renew a prescription, our additional health insurance provider Vivinter is offering a number of solutions.
Our insurance provider Swisslife (insurance contract managed by Vivinter) is also offering two remote medical solutions if necessary:
• remote medical advice to answer any medical or general questions;
• remote medical consultations with family physicians or specialists to obtain a medical diagnosis.
- Keeping in touch – Even (especially!) remotely... how to develop good email etiquette
In the current circumstances, emails are a vital communication tool for us all, from those working on priority activities on campus to those working at home.
The extraordinary situation we are experiencing makes it all the more important for us to adopt best email practices.
We have compiled some dos and don'ts to help you develop your email etiquette!
For the past three weeks we have been sharing some best practices and useful resources to show that we are still committed to supporting and guiding you remotely.
Maintaining a sense of team spirit, continuing to develop your skills during the confinement... This Webcampus page contains a host of ideas on how to keep in touch – remotely!
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Do you have any human resources-related questions about the current situation?
The Human Resources Department has compiled an HR FAQ, which is now available on a dedicated page. The FAQ will be regularly updated to take account of situations encountered by staff and questions raised.
- Lab coats collection and distribution
In the current pandemic context and with a very small number of staff on site, the Logistics department has not been able to perform the usual distribution and collection of lab coats in the past four weeks.
In order to ensure continuity of service, the "Flux - Standard/VPI" group and the partner company Kalhyge, have looked for the solution most appropriate to the current situation.
Therefore, from next week and for the three coming weeks, lab coats will be picked up once a week on Tuesday April 14 and the following Mondays April 20 and 27, and in some units only.
Mrs Druaut-Aubin, Kalhyge Customer representative, will perform herself lab coats collection and delivery, due to unavailability of her staff.
Please apologize in advance for the mistakes that may occur as a result of this unexpected replacement.
As a first step, priority laboratories that can benefit from this solution are the following:
- CNRs (Botulism, Cholera, Influenza, Leptospirosis, Listeria, Meningococci, Rabies, Yersinia)
- Emergency Biological Intervention Unit (CIBU)
- Institut Pasteur Medical Center (CMIP)
If you have any specific requirements, please contact lingerie@pasteur.fr
Please keep in mind that the Logistics department makes every effort to maintain the service. Its main concern is to reconsider day after day all logistical functions and set priorities in order to comply with the public health responsibility of some laboratories/CNRs of the Institut Pasteur.
Thank you in advance for your understanding.
- Extension of campus opening times for the vehicles of staff working on site
A number guidelines on campus access have been introduced for those working on priority Institut Pasteur activities.
For staff coming onto campus with their vehicles, access times have been extended. The entrances at 25 and 28 rue du Docteur Roux are now open from 8am to 8pm.