Administrative and technical staff

As part of the 2025-2026 academic year, you will find several information documents sent by our University's Human Resources Department:

• The back-to-school note concerning the management of schedules, leave, and absences on the PLANUM and LOGECA applications;
• The circular on working hours and leave for BIATSS staff for the 2025-2026 academic year;
• Circular on the annual teleworking campaign – Start of the 2025/2026 academic year;
• The UM Telework Charter.

Following the publication of the new circular on working hours and leave, all employees are requested to re-enter their biweekly schedule in PLANUM, choosing one of the following working hour arrangements, before September 12, 2025.

– 37 hours and 20 minutes per week ( an average of7 hours and 28 minutes per day);
– 38 hours and 45 minutes per week (an average of7 hours and 45 minutes per day).

As a reminder, the authorized time slots for in-person attendance are as follows:

– Check-in available from 7:20 a.m .;
– Check-out permitted from 4 p.m.

These time slots must be observed in conjunction with the weekly working hours corresponding to the chosen regime.

In addition, we would like to issue a specific REMINDER of the procedures in place at the University of Montpellier and the Faculty of Science regarding:

➤ WORKING HOURS & HOLIDAYS :

Holidays on LOGECA – Administrative closure periods –

It is up to each employee to submit their vacation requests now on the LOGECA application for the mandatory administrative closure periods (winter and summer), in accordance with the dates indicated in the application:

– Christmas holidays – from the evening of Friday, December 19, 2025 , to Friday, January 2, 2026, inclusive.

– Summer holidays – from Friday, July 24 in the evening to Wednesday, August 19, 2026 inclusive.

This process allows us to deduct the mandatory days from your vacation balance.
We thank you forplanning ahead and organizing yourself accordingly in order to comply with this obligation.

Presence when service is required

If you require access to facilities (e.g., practical work rooms, specific equipment, animal facilities, etc.) and your presence on site is essential during a period of administrative closure, please inform the GAC Department as soon as possible.

➤ TÉLÉWORK & ATT :

As part of the implementation of the annual teleworking program and at the request of the Administrative Director of our Faculty, I would like to remind you of the organizational measures in place within our institution, as follows:

– see link to the UM Telework Charter –

1. Relocation or postponement of teleworking:

Subject to operational requirements, the fixed teleworking day may be moved within the same week or, in exceptional circumstances, postponed for a maximum of two weeks for all employees.

However, it is not possible to reschedule teleworking due to the close proximity of a public holiday, an annual leave day, or a UM support day.

2. Mandatory time spent on site:

Each employee must be present on site for a minimum of two days per week, regardless of the number of days worked remotely.

If, for reasons such as returning from annual leave or sick leave, these two days cannot be guaranteed, the teleworking days are canceled for that week.

Please note that public holidays are considered "worked" days and are therefore taken into account in the employee's working arrangements, whether they are working remotely or on site.

3. Flexible telework days:

Employees benefiting from occasional teleworking are entitled to 20 floating days per academic year.

These floating days cannot be split into half-days and must be requested at least 8 days in advance from your line manager.

The latter reserves the right to refuse or cancel a request based on service requirements.

4. Working Time Arrangements (ATT) :

All agents benefiting from an ATT must record two weekly schedules on PLANUM:

• A schedule with ATT;
• A schedule without ATT.

In accordance with current regulations, if an employee is absent for more than 0.5 days (leave) in the same week, the ATT is automatically canceled.
In this case, the schedule without ATT is used for managing working time .

=> Important: if your ATT is combined with a half-day of teleworking, canceling the ATT automatically converts that half-day of teleworking into a full day of on-site work.

5. VPN and Teams :

VPN is mandatory for remote access – Intranet article available here,

The use of the Teams application is highly recommended.

Compliance with these provisions is essential to the smooth running of our organization. It is your responsibility to ensure that you update the LOGECA institutional application and enter your teleworking days.

Furthermore, in order to facilitate monitoring and validation by your line manager, it is advisable to enter data on a monthly basis and to modify it when necessary.

All documents are also available via the ENT, under the "Human Resources" section.

For the past 15 years, the Faculty of Science has been developing its support for staff in their efforts to succeed in competitive examinations.

Since September 2024, this support has been formalized and organized by the GAC division and members of the component's management team.

Any contract employee who wishes to sit an exam can contact the GAC department ( fds.gestionrh@umontpellier.fr ) and submit this completed questionnaire to request an individual support interview.

This interview will enable the agent to organize their preparation schedule and ask any questions they may have about the various competitions.

Two preparation phases are then implemented: the revision phase and the oral exam preparation phase.

If the agent requests it, one or, if possible, two mock interviews will be organized with available members of management.

If the number of applications is too high, priority will be given to contract agents whose renewal rights are coming to an end , in accordance with the UM system for managing contract staff.

Two new tools (PLANUM and LOGECA) replace ADHOC and are accessible to permanent and contract BIATSS staff on the ENT, under the heading "my file."

• The PLANUM (PLANning UM) application is used to submit weekly schedules.
• The LOGECA (Leave and Absence Management Software) application is designed to track leave, authorized absences, and telework days.

Thecontacts for these applications are Ms. DIEMERT and Ms. PIRAUX. If you encounter any issues, please contact: logeca-assistance@umontpellier.fr and
planum-assistance@umontpellier.fr

For permanent employees and employees on indefinite contracts,any vacation days that cannot be transferred to the CET must be takenbeforeDecember 31.

Otherwise, they will be lost: all leave accrued during the reference period—the academic year—and not takenby December 31 will be reset to zero in the ADHOC application inJanuary.

For contract staff on fixed-term contracts, as stipulated in their employment contract, annual leave must be taken before the end of the contract period and does not give rise to any compensatory allowance.

Exercise of the option right for days above the threshold of 15 days saved between January 1^January January 2024 and January 31, 2025.

1st Teleworking Campaign – between June and July:

The teleworking campaign running between June and July is mainly intended for the renewal of permanent and contract staff already benefiting from teleworking, and/or staff who joined during the year after February 1, with effect from September 1 until August 31.

2nd Teleworking Campaign – between November and December:

The second teleworking campaign, running from November to December, is intended for permanent and contract employees who joined the company at the beginning of the year, with effect from February 1 to August 31.

Requests for teleworking are made online using the DématUM application, accessible from the UM digital workspace under the "Tools" section.

Compensation :

The decree of August 26, 2021, relating to the payment of the flat-rate telework allowance, sets out the terms and conditions for the payment of this allowance to permanent and contract employees of the civil service. In accordance with the regulations, this allowance will be paid quarterly in arrears to teleworkers authorized by the institution (permanent and contract BIATSS staff). Compensation for teleworked days will be paid quarterly. The amount of compensation is capped at €282.24 for the 2024 calendar year. The calculation of the number of days teleworked per employee will be automated using the LOGECA application, which will allow employees to be compensated without having to make an express request. Some clarifications following the questions you have sent us:

• Both fixed AND flexible teleworking days must be entered into the LOGECA tool.
• The daily allowance for teleworking is €2.88 per day teleworked, and €1.44 per half-day of fixed teleworking (reminder: floating days cannot be split into half-days).
• This allowance is reserved for permanent and contract BIATSS staff under public law who have authorization from the University for annual teleworking, or teleworking for health reasons or on the grounds of disability (remote working is not compensated).
• Reminder of the UM teleworking charter, Article 7.1: "Regardless of the work arrangement chosen from among the three teleworking options, the minimum weekly presence at the place of assignment may not be less than two days per week."

Exceptional teleworking –

Since May 24, 2023, requests to work remotely for health reasons, pregnancy, or to care for a family member must be made using the DEMATUM application —under the "exceptional remote work" tab.

If you would like assistance, please contact the HR department's cross-functional coordination service at the following address: drh-referent-teletravail@umontpellier.fr. You can find more information at this link.

Teleworking for people with disabilities –

For permanent and contract employees who are affected by teleworking due to disability, you must inform us of your situation so that we can send you an email detailing the procedure to follow.

Requests for remote working due to disability are not linked to a specific campaign. These requests can be made on an ongoing basis throughout the year. They will be approved by a specific committee. This committee meets monthly.

If you are a new agent and would like to benefit from the teleworking for people with disabilities campaign, please contact us so that we can assist you with this process.

If you would like assistance, please contact the HR department's cross-functional coordination service at the following address: dvc-handicap-personnels@umontpellier.fr. You can find more information at this link.

The BIATS staff "job description/professional and training interview" campaign runs from July to the end of September.Professional and training interviewswill be conducted using the UMC2 (Université Montpellier Carrière Compétences) application, which has replaced DEPFOS.

As a reminder, only permanent BIATSS staff and BIATSS staff and researcherson fixed-term contracts of six months or longer are eligible for the campaign.

Documents that can help you prepare for your interview are available in the following intranet article:https://intranet.umontpellier.fr/campagne-fiche-de-poste-entretien-professionnel-et-de-formation/#more-362970

Professional and training interviewreportswill beenteredviathe digital workspace (ENT) usingthe UMC2 application(access: "MY FILE" / "UMC2"). Please note: if the UMC2 icon does not appear in your ENT space, please log out and log back in.

TheUMC2 representatives for agents and N+1s in the Science Department will answer your questions at  fds.gestionrh@umontpellier.fr and will assist you with the process.

Given the division's activities during this period and until December, we would like to draw your attention to theneed to conduct your professional interview as soon as possible.

As a matter of principle, civil servants and public-law contract employees must devote their entire professional activity to their employment in the civil service. In exceptional cases and under certain conditions, they may engage in secondary employment.

This activity must be compatible with the duties assigned to the employee and must not affect their performance. It must not interfere with the normal functioning, independence, or neutrality of the service.

It must take place outside the employee's working hours.

Depending on the type of secondary activity, you must do the following before starting the activity:

• Declaration: If your activity is related to teaching, training, or research and takes place within a public institution, a dedicated application is now available to complete your procedure directly on the ENT space – HERE
• Authorization: For other types of activities, submit an authorization request form at least one month before the start of the activity. Obtain approval from your supervisors and submit it by email to your department secretary for initial review and forwarding to the GAC department.

The Declaration:

The procedure is completely paperless. You will find the application for declaring multiple activities on the ENT / My File.

Reminder: the declaration of multiple activities must be submitted at least 15 days before the start of the planned activity , accompanied by supporting documents (invitation, employment contract, letter of assignment, etc.) to be downloaded in the application at the end of the declaration.

The HR department's management service checks the request. The agent receives an automatic email confirmation of receipt.

For BIATSS staff, the HR department will monitor schedules and leave status directly on the LOGECA application.

The agent receives an email confirming the request.

Authorization:

An authorization request form completed and signed by the agent must be submitted at least one month before the start of the planned activity , accompanied by supporting documents (documents relating to the secondary activity: employment contract, letter of engagement, etc.).

• I am a permanent BIATSS employee:Request for authorization to engage in multiple activities
• I am a contract BIATSS employee:Request for authorization to engage in multiple activities

The application must be sent by email to the GAC HR department – fds.gestionrh@umontpellier.fr – no later than five weeks before the start of the activity.

If the activity you are considering does not meet the conditions set out for the declaration or authorization request procedures described above, you can obtain information from your management department at the HR department:

For BIATSS staff:drh-biatss-gest-ind@umontpellier.fr

For contract staff:drh-contractuels-contact@umontpellier.fr More details on the Intranet: https://intranet.umontpellier.fr/cumul-dactivites-accessoires/

The "sustainable mobility package" is a scheme that allows employees to be compensated for their commuting expenses when they travel to work by personal bicycle (or electric bicycle) or carpool.

• PERSONNEL CONCERNED

 This applies to: All personnel paid by the institution.

The following are excluded: Non-permanent staff: temporary teaching staff, temporary administrative staff, and hourly contract staff.

 PERIODS/DEADLINES

 The campaign runs from early December to mid-January. The application form must be returned, completed with supporting documents, by internal mail or electronically to the employee's HR department:

 For administrative staff:

• by internal mail: to the BIATS personnel management department, mailbox 0416
• or by email at:drh-biats-gest-ind@umontpellier.fr

For teaching staff (and non-tenured university hospital faculty):

• by internal mail: to the teaching staff management department, mailbox 0415
• or by email at:drh-ens-gest-ind@umontpellier.fr

For administrative, research, and teaching contract staff:

or by email at: drh-contractuels-gestco@umontpellier.fr

by internal mail: to the Contract Staff Department, mailbox 7002

Participation in Supplementary Social Protection (PSC) is a scheme that aims to cover part of the cost of supplementary health insurance.

This applies to: All personnel paid by the institution.

The following are excluded: Non-permanent staff: temporary teaching staff, temporary administrative staff, and hourly contract staff.