OT-Med Meeting Feb 2 nd Arbois - Forum

OT-Med Meeting Feb 2 nd Arbois - Forum OT-Med: administrative questions Related to Related to staff Difficulties to register to Doctoral School Identify who is responsible for what in the administration of Doctoral School Painful inscription has to be done every year Insufficient information about the Doctoral School Unclear how to calculate ECTS which is needed for filling the CIF Multiple emails from different people asking for the same things Everything is in French Unclear chat papers to fill when going to conferences or fill work Unclear about holidays Different locations of work and Administration Healthcare 1

Ecoles Doctorales THE KEY PERSON IS THE SUPERVISOR STEP 1: Be agreed by the Ecole Doctorale ED 251 «sciences de l environnement» [Environmental Sciences] https://www.cerege.fr/spip.php?article327 - Located at Aix en Provence - Arbois (CEREGE) - Contact: Isabelle Hammad (Tel: 33 (0)4 42 97 15 04; hammad@cerege.fr ) - Details and requested documents are listed on the web site (under «presentation» section Ecoles Doctorales ED 67 «sciences juridiques et politiques» [Law and Political Sciences] http://www.ecoledoctorale.com/ - Located at Aix en Provence (3, avenue Robert Schuman) - Contact: Anne-Laure GILLY-PROST (Tel: 33 (0) 4 42 17 28 53; anne-laure.prost@univ-amu.fr ) - Details and requested documents are listed on the web site (under «Le Doctorat / Inscription» section 2

Ecoles Doctorales ED 372 «Sciences économiques et de gestion d'aix-marseille» [Economic and Management Sciences] http://ed372.univ-cezanne.fr/ - Located at Aix en Provence, Les Milles (Château Lafarge - Route des Milles, 13290 LES MILLES) - Contact: Mathilde Martelli (Tel: 33 (0) 4 42 93 59 66; mathilde.martelli@univ-amu.fr ) - Details and requested documents are listed on the web site (under «La Formation Doctorale / procedure-de-candidature-et-dinscription» section Ecoles Doctorales STEP 2: Register to Program ED 251 «sciences de l environnement» [Environmental Sciences] ED 372 «Sciences économiques et de gestion d'aix-marseille» [Economic and Management Sciences] ED 67 «sciences juridiques et politiques» [Law and Political Sciences] Registration: Faculté de Saint Jérôme, located in Marseille Contact: Elisabeth VANNI (tel: 33 (0)4 91 28 81 12 ; elisabeth.vanni@univamu.fr Registration: Faculté d Economie et de gestion, located in Aix en Provence Contact : feg-bureau-doctorants@univamu.fr Tel. : 33 (0)4 42 91 48 58 Registration: Faculté de Droit, located in Aix en Provence Contact: Bureau des études doctorales Tél. : +33 (0)4 13 55 36 90 3

ECTS AND CONTRAT INDIVIDUEL DE FORMATION (CIF) THE KEY PERSON IS THE SUPERVISOR - The form «Contrat Individuel de Formation» must be filled each year ( 2 of minutes of the meeting of College Doctoral d AMU June 2 nd, 2014) - PhD must have 100 hours of training during the 3 years of - Training have to be chosen together with the supervisor - Workshop, symposia and conference are not agreed - Phd has to provide a proof of participation «certificat de présence» to the Ecole Doctorale, which makes the computation of number of hours - ECTS is not the correct word. It is wrongly used. It is actually a question of hours of training. Difficulties to get registered to ED Painful inscription to be done each year THE KEY PERSON IS THE SUPERVISOR - Do not hesitate to ask your supervisor to get help! 4

Holidays THEORY Statutory working time is 35h / week ( = 151.67h/ month as mentioned on the employment contract) 2 ways to respect statutory working time < 1 year In AMU > 1 year In AMU Either work 37.5 h / week and get 41 days of holidays Or work 39.10 h / week and get 50 days of holidays Either work 37.5 h / week and get 49 days of holidays Or work 39.10 h / week and get 58 days of holidays Your choice Holidays The rights for holidays are determined for the «university year» i.e. from Sept 1st n-1 to August 31th n Holidays have to be taken during this period Number of days are calculated on a prorata basis when starting date is different than Sept 1st (i.e.: a starting date = Jan 1st allows 50days *8/12 months = 33 days to be taken before August 31th REALITY It is a huge number and not really compatible with the scientific objectives 5

Holidays How to fill the form? How many days: (see previous slide) > 1 year in AMU Who signs: Agent = you Supérieur hierarchique = supervisor < 1 year in AMU Chef de service + Directeur Adjoint = not requested sor far Different locations of work and administration Ecole Doctorale Registration for PhD Labex s Administration Lab s administration Go to Go to See previous slides Arbois Aix en Provence It depends on the lab s location Question to be clarified: «students working in Arbois having to go to Pharo??? How to get there by public transportation? Marseille: http://www.rtm.fr/ Aix en Provence: http://www.aixenbus.fr/ 6

Paper to fill when going to conferences or field work In all cases, an «Ordre de Mission» is needed (OM) This is the legal insurance STEP 1: before the departure Either «avec frais» Or «sans frais» To established OM, please send an email to Morgane Soler [soler@cerege.fr] 1. «Sans Frais» (ie no expenses to be reimbursed by OT-Med) - A short explanation of reason of the Mission - City of departure - City of arrival - Period of the mission 2. «Avec Frais» - Obtain first the agreement of Joël Guiot (provide him arguments) - Same informations of «sans frais» + list of estimated expenses (parking fees hotels? Transportation ticket?) Paper to fill when going to conferences or field work How much in advance? In all cases, an «Ordre de Mission» is needed (OM) 1. OM «sans frais»: please contact Morgane at the latest 7 days in advance 2. OM «avec frais»: please contact Morgane at the latest 3 weeks before if a accommodation is needed. In this case, please send the details of travel accomodation requested STEP 2: when come back In case of «avec frais» please send all proof of expenses to Morgane: If you paid through CB, a CB receipt is ASKED BY Accounting Department (in addition of the related invoice) 7

Paper to fill when going to conferences or field work STEP 3: sign the document to be reimbursed - A computation of reimbursement is issued by Morgane who send it to you by email - Please return it by email ASAP in order to be reimbursed ASAP (timetable belongs to the Accounting Department) Travel in a Foreign Country Administrative s procedure is reinforced: concerns PEOPLE WHO HAVE AN AIX MARSEILLE UNIVERSITY EMPLOYMENT CONTRACT 1. YOU - Fill the form «autorisation de déplacement à l étranger» [see document translated] - Make it sign by your supervisor - Sign it 3. Human Resources - Make the form signed by President - Inform you if the travel is agreed or not TO BE SENT TO HR AT THE LATEST 3 WEEKS BEFORE THE DEPARTURE DATE 2. LABEX - Make the form signed by B.Hamelin - Ask agreement of the person in charge of National Security - Send the document to Human Resources 8

Travel in a Foreign Country How find a place to live YOU ARE A NON FRENCH-CITIZEN Student Rooms are available through CROUS, it belongs to an agreement between A*MIDEX and CROUS KEY PERSONN: MARINE LE G [33 (0)4 86 13 61 62 / marine.legall@univ-amu.fr] Others cases: PostDoc French citizen PhD Free internet links: http://www.leboncoin.fr/ 9

Forms and emails are in French FORMS E-mail in French - You are right, we will take care of that in the Labex (Administration) - Forms belong to Aix Marseille University process (Human Resources, Accounting, Finance Departments) and not Labex - We cannot issue our own form they will not be recognized by Aix Marseille University - An help to fill the form will be done when possible Healthcare French Health System Mandatory insurance (Sécurité sociale) - A file to be completed - With necessary documents - To bring to the MGEN agency - Paid directly (deducted from your salary) Private and complementary insurance (mutuelle) Private and individual choice, paid separatly 10

Healthcare Fields covered by mandatory insurance - Public hospital - Some medecines - Médecins «conventionnés» (contractual doctors) NB: the amount reimbursed for medecine depends to law, and change quite often Healthcare Mandatory insurance: social security number It tooks about 3 months to have a temporary number, and 10 months to have the definitive number, as well as the «carte vitale» The «carte vitale» is not a bank card. It allows you to be reimbursed more quickly (electronic transmission of datas) and not pay part of medecines. 11

Healthcare List of doctors: We cannot give you a list of doctors (deontological point of view). You can find a list, by specialism, on the web site: http://www.pagesjaunes.fr/ [official and free database] Emergency number: Samu (Service d Aide Medicale d Urgence): 15 (Doctors) Police Secours: 17 Pompiers: 18 12