Organisation s contact details: 26, rue d Ulm Paris Cedex 05 / /

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1 TEMPLATE 1 GAP ANALYSIS Name Organisation under review: Institut Curie Research Ceer (ICRC) Organisation s coact details: 26, rue d Ulm Paris Cedex 05 / / grh@curie.fr SUBMISSION DATE: 12th May 2017 DATE ENDORSEMENT CHARTER AND CODE: 12TH MAY, 2016 Please provide the date when your organisation officially endorsed the European Charter for Researchers and the Code of Conduct for the Recruitme of Researchers. PROCESS (MAX. 300 WORDS) The S4R must engage all manageme departmes directly or indirectly responsible for researchers -issues. 1 These will typically include the Vice-Rector for Research, the Head of Personnel, and other administrative staff members. In addition, the S4R strategy must consult its stakeholders and involve a represeative community of researchers ranging from R1 to R4 2, as well as appoi a Committee overseeing the and a Working Group responsible for implemeing the. Please provide evidence of how the above groups were involved in the GAP-analysis: e.g. names, meeting dates, or consultation format. In addition, indicate how the Committee and Working Group are composed. A S4R dedicated steering committee (Deputy Director, Director, Director, Director of Paris Sciences et Lettres) monitored the gap analysis (meeting dates: 01/04; 15/04; 30/04; 13/05; 03/06). Communication was made through managerial steering bodies (e.g. the 10/06) and the works council. We set up specific exchanges with already acknowledged institutions (UCL/Belgium; EU-Life network) to benefit from their experience. A consulting firm was mandated to carry out an unbiased gap analysis, so that unaicipated gaps could be ideified. For every item of the charter and the OTM-R, curre practices were ideified on the basis of iernal procedures and the exte of their application (based on ierviews with the Director, the CIO, the Director and the Deputy Director). The steering committee decided that curre practices of three topics required to be further investigated: ethics (including and ), and. Accordingly, the consulting firm conducted in-depth ierviews (from April 20th to June 28th) with researchers (represeative of every managerial ranks and research areas) - Domain Coordinators : M. Amor-Guéret, S. Vagner, E. Heard, E. Barillot, B. Goud, S. Roman - Directors : M. Dahan, L. Johannes - Team Leaders : V. Soumelis, F. Perez, J. Salamero, S. Baulande, E. Barillot 1 The term 'Human Resources' is used in the largest possible sense, to include all researchers (Frascati definition: Proposed Standard Practice for Surveys on Research and Experimeal Developme, Frascati Manual, OECD, 2002) disregarding the profile, level, type of coract etc. etc. 2 For a description of R1-R4, please see

2 Finally, the consulting firm confroed all the curre practices with the S4R criteria in order to flag the gaps. Overall our methodology included the involveme of the 4 ranges of researchers via - direct involveme of R3 and R4 through the consultation of 13 researchers (the abovemeioned researchers, plus the Director who is also a research Team Leader) - indirect involveme of the PhD (through the, which is responsible for the PhD Program) and the postdocs (through Team Leaders who work closely with the postdocs) GAP ANALYSIS The Charter and Code provides the basis for the Gap analysis. In order to aid cohesion, the 40 articles have been renumbered under the following headings. Please provide the outcome of your organisation s GAP analysis below. If your organisation currely does not fully meet the criteria, please list whether national or organisational legislation may be limiting the Charter s implemeation, initiatives that have already been taken to improve the situation or new proposals that could remedy the curre situation. In order to help the organisation s strategy, a specific selfassessme checklist is provided for Open, Transpare and Merit-Based Recruitme. 1

3 3. Actions Please provide a list of all s to be undertaken in this strategy. The list must be accompanied by an extended version in which the s are described in more detail. The overview must coain at least the following headings: Title timing Responsible Indicator(s) / Target(s). Initial submission Re-Submisson indicators Action Charter & code principles For the and the OTM-R, the researcher range (R1, R2, R3, R4) concerned by the is in parehesis Category Title Action description Timetabl e Responsi ble Indicator(s) / Target(s) Indicator(s) / Target(s) modifications appear in blue #28. Career #30. Access to resources Assesseme of the appropriatness of the IC available resources for Design and implemeation of corrective s For 2017, the assesseme of the appropriatness of IC resources is based on two surveys rolled out in 2016 (one survey managed by the U*nit and the LIBRA survey). For the following years, the means of assesseme may evolve according to the needs. The design and the implemeation of the corrective s will be coordinated by the and the. Post docs and team leaders' appreciation of the resources available at IC Post docs and team leaders' level of appreciation of the IC resources in regards to their needs (annual indicator) #28. Career #30. Access to selfreport Design of the generic form and the related Design of the including : - the generic form according to the needs and the curre practices (professional ierview framework, research gra framework etc.) - the generic from the fulfillme of the form, through the exchange with the leader, to the consolidation - the ways of monitoring the - the impacts of the on other curre s (e.g. iegration of the preseation of the during the training track of the team leaders) #28. Career #30. Access to selfreport Pilot phase - Process implemeation First execution of the among a defined group of post docs (e.g. post docs with 6-9 mohs tenure) Number of forms fulfilled by the post docs belonging to the defined group, by of 2018 #28. Career #30. Access to selfreport Assesseme of the and implemeation of corrective s Assesseme of the first execution. If needed, design and execution of corrective s Post docs and team leaders' appreciation of this Postdocs and team leaders' level appreciation of the new (survey addressed to the individuals concerned by the experime) #28. Career #30. Access to selfreport Generalization to every post doc Monitoring the implemeation of the for every post doc. Some derogations may be ideified (e.g. for post docs with a IC coract coming shortly to an end and/or who have already a job offer) Career forms fulfilled Number of forms fulfilled #28. Career #30. Access to meoring Design of the meoring Design of the including : - the ideification of the meor profile (e.g. experience range) - the role of the meor (in addition of the role carried out by the team leader) - the means of the choice of the meors - the ways of monitoring the - the impacts on other curre practices (e.g. adding the preseation of this to the information package provided to the post docs at their arrival at IC) - the change manageme s to carry out #28. Career #30. Access to meoring Implemeation of the Every post doc is asked to choose a meor. Some derogations may be ideified (e.g. for post docs who have already a job offer) Number of post docs who have chosen a meor #28. Career #30. Access to meoring Process assesseme and corrective s Carrying out the assesseme of the and implemeation of corrective s if needed Post docs and team leaders' appreciation of this Level of post docs and team leaders' appreciation of this (annual indicator) #28. Career #30. Access to represeatives Design of the represeatives Design of the including : - the of selection of the represeatives - the role of the represeatives - the ways of monitoring the - the impacts on other curre practices (e.g. adding the preseation of this to the information package provided to the post docs at their arrival at IC) - the change manageme s to carry out Page 1 de 6

4 #28. Career #30. Access to represeatives Implemeation of the Ideification of the represeatives Postoctoral represeatives ideified #28. Career #30. Access to represeatives Process assesseme and corrective s Assesseme of the and implemeation of corrective s if needed Post docs and team leaders' appreciation of this Level of Post docs and team leaders' appreciation of this (annual indicator) Page 2 de 6

5 #11. #12 Generic job offer Design of the generic job offer Re-designing the generic job offer taking io accou the OTM-R policy and the outcomes of the workshop Re-design of the job offer #13-15 Consolidation of all the job offers Design of the consolidation of all the job offers Design of the allowing the to monitor the following steps - Generic template utilisation - Advertiseme at least on IC website, in addition to usual websites - Removal of the expired job offers #13-15 Consolidation of all the job offers Implemeation of - pilot phase Beginning of the implemeation of the on a defined perimeter Number of job offers following the designed Initiation of the implemeation #16-19 Selection committee Establishing the selection committee policy Writting the selection committee policy including - the training means for the members of the selection committee - the composition of the committee Selection commmittee policy OTM-R (R1) #23 OTM-R as a whole Annual assesseme of the OTM criteria of the PhD Coinuous improveme of the policy, based on the code, the OTM-R toolkit and the OTM-R criteria Increase of the OTM-R indicators Number of the OTM-R items covered (in relation to the PhD ) Number of the charter principles (related to the of the PhD) covered OTM-R (R3-R4) #23 OTM-R as a whole Annual assesseme of the OTM criteria of leaders Coinuous improveme of the policy, based on the code, the OTM-R toolkit and the OTM-R criteria Increase of the OTM-R indicators Number of the OTM-R items covered (in relation to the R3 and R4 ) Number of the charter principles (related to the of the R3 and R4) covered #23 Consolidation of all the job offers Assesseme of the pilot phase Assesseme of the pilot phase and ideification of corrective s Q3 Number of job offers following the designed #13-15 Consolidation of all the job offers Implemeation of the - generalization phase Implemeation of the for every Number of job offers following the designed Number of job offers following the designed OTM-R (R1) #1 OTM-R policy Online publication of the OTM-R policy for the R1 Online publication of the OTM-R policy. The policy will be updated if needed Annual online publication of the updated OTM-R policy OTM-R (R3-R4) #1 OTM-R policy Online publication of the OTM-R policy for the R3-R4 Online publication of the OTM-R policy. The policy will be updated if needed Annual online publication of the updated OTM-R policy #1 OTM-R policy Online publication of the OTM-R policy for the R2 Online publication of the OTM-R policy. The policy will be updated if needed Annual online publication of the updated OTM-R policy Page 3 de 6

6 Design of the Design of this including all the criteria listed by the OTM-R (criteria and toolkit) For example : - the information provided to candidates (at the reception of their application, if their application is refused etc.) - the means for training all the actors involved in the - the indicators of this The use of a e-tool will be examined for the implemeation of this. If successful, it may be generalized to the recruiteme of other profiles (R1, R3 and R4) Implemeation of - pilot phase Beginning of the implemeation of the on a defined perimeter Number of job offers following the designed Initiation of the implemeation Assesseme of the pilot phase Assesseme of the pilot phase and ideification of corrective s Number of job offers following the designed Implemeation of the OTM-R of - Generalization of the execution of the generalization Q3 Number of job offers following the designed Initiation of the implemeation Assesseme and coinuous improveme Annual assesseme and coinuous improveme Increase of the OTM-R indicators Number of job offers following the designed Page 4 de 6

7 Action 4 - s #2. Ethical principles Additional The French National Charter for Research Iegrity is not enough known among the ICRC researchers Communication s, in particular, to newcomers:-> Systematic distribution of the charter in the ery documes to each person (iegrated in the information sheets) -> reminder of the existence of this charter in courses on scieific iegrity Inclusion of the charter in the newcomer package Inclusion of the charter in the syllabus of the science iegrity course Action 4 - s #24. Working conditions Additional The proportion of the employme of workers with disabilities is not sufficie and should be increased Establishme of a collective agreeme on the employme of disabled workers: - iernal communication to sensitize staff and demystify disability and recall accompanying measures (ex : adjustmes on workstation,...) for employees with disabilities - display in our ads of the accessibility of our jobs to people with disabilities. Increase of the employme of workers with disabilities Number of employees with disabilities Action 4 - s #26. Funding and salaries Additional Confirmation of the attractiveness of researcher's salaries Implemeation of a study on post-doctoral researcher's salaries within research organizations in France and in Europe Comparison of ICRC salaries with salaries of researchers from other research organizations Action 4 - s #27. Gender balance Additional There is an unbalanced gender represeation at the manageme level of research units. Participation of ICRC to the European program LIBRA on gender balance Articulation of the principles stemming from this project with the agreeme on the equality professional set up at the level of IC / Adaptation of this agreeme to take io accou proposals stemming from the program LIBRA - Iernation al relations Perceage of women at the manageme level of research units Action 4 - s #34. Complains/appeals Additional A of conflict resolution should be designed Determine a person within the workgroup on the psychosocial risks in charge of the people who can be requested by employees in case of conflict. Scieific conflict: implemeation of a mediation with scieific experts of the domain (iernal and/or external) Appoime of a ombudsman For scieific conflict : implemeation of the committee #6. Accouability Traceability Assesseme of the needs of the IC research labs and software Assesseme of the needs of IC research labs, in particular based on the curre uses of the elabftw (at IC or other institutions). Developme of elabftw evolutions if appropriate. Establishme of the uses of elabftw. The exte to which all the ICRC research fields are covered (e.g. biology, chemistry, mathematics ) for the assesseme of the needs #6. Accouability Traceability Data manageme policy Design of the data manageme policy, in particular in regards to the uses of elabftw Data manageme policy design #6. Accouability Traceability Iellectual property policy Establishme of this policy in regards to the uses of elabftw. If needed, the iellectual property related to is also investigated. DVPI Iellectual property policy design #6. Accouability Traceability Security of data policy Establishme of this policy in regards to the uses of elabftw. If needed, the security of data related to is also investigated. Security of data policy design #6. Accouability Reproducibility Reproducibility policy Assesseme of the needs of IC research labs, in particular based on the curre practices (e.g. GitLab is alreay used by some researchers). Policy design. Reproducibility policy design #6. Accouability Traceability + Reproducibility Pilot phase - implemeation Implemeation of the overall and policies on a pilot group of research labs Traceability and of the experimes of the concerned research labs Perceage of the the research labs of the pilot phase following the and policies Page 5 de 6

8 #6. Accouability Traceability + Reproducibility Pilot phase - assesseme Assesseme of the pilot phase and implemeation of corrective s if needed Quality of the and of the experimes of the research labs of the pilot phase : Do the experimes of the research labs of the pilot phase coain all documes needed for its repetition or reprocutibility (yes / no)? #6. Accouability Traceability + Reproducibility Generalized implemeation - Successive implemeations of the and policies. Some derogations may apply (e.g. for some types of experimes already using extensive methods of ) - Each implemeation is followed by an assesseme in order to take any needed corrective s - The and policies are updated if needed - Furthermore, the impacts on other es is evaluated as much as needed in order to align every IC s (e.g. training offer) with the and policies Traceability and of the experimes Quality of the and of the experimes Page 6 de 6