Administrative and Technical Staff

In preparation for the 2025–2026 academic year, you will find several informational documents provided by our University’s Human Resources Department:

• The back-to-school memo regarding the management of schedules, leave, and absences on the PLANUM and LOGECA applications;
• The circular regarding BIATSS staff work schedules and leave for the 2025–2026 academic year;
• The circular regarding the annual Telework campaign – Start of the 2025/2026 School Year;
• The UM Telework Charter.

Following the publication of the new circular regarding work schedules and leave, all employees are asked to re-enter their biweekly schedule in PLANUM, selecting one of the following work schedules, by 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 permitted time slots for in-person classes are as follows:

– Arrival permitted starting at 7:20 a.m .;
– Departure permitted starting at 4:00 p.m.

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

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

➤ SCHEDULE & DAYS OFF :

Holidays on LOGECA – Administrative Closures –

It is each employee’s responsibility to submit their vacation requests via the LOGECA app as of now for the periods of mandatory administrative closure (winter and summer), in accordance with the dates indicated in the app:

– Christmas Break – from the evening of Friday, December 19, 2025, through Friday, January 2, 2026, inclusive,

– Summer Break – From the evening of Friday, July 24, through Wednesday, August 19, 2026, inclusive.

This process allows you to deduct the required days from your vacation balance.
We ask that youplan ahead and make the necessary arrangements to comply with this requirement.

Availability when required for work

If there is a service-related need (e.g., lab rooms, specific projects, animal care facilities, etc.), and if your presence on campus is essential during a period of administrative closure, please notify the GAC Division as soon as possible.

➤ TELEWORK & ATT :

As part of the implementation of the annual telework policy and at the request of our Faculty’s Administrative Director, I would like to remind you of the organizational guidelines currently in effect at our institution, as outlined below,

– see link to the UM Telework Policy –

1. Change or postponement of remote work:

Subject to operational needs, the scheduled telework day may be rescheduled within the same week or, in exceptional cases, postponed for up to two weeks for all employees.

However, it is not possible to reschedule one’s telework due to the proximity of a public holiday, a day of annual leave, or a UM support day.

2. Required on-site presence time:

Each employee must be present on-site for at least 2 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 worked, the telework days for that week are canceled.

Please note that public holidays are considered “workdays” and are therefore included in the employee’s schedule, whether they are working remotely or in person.

3. Flexible telework days:

Employees eligible for occasional telework are entitled to 20 flexible days per academic year.

These floating days cannot be split into half-days and must be requested at least 8 days in advance from the immediate supervisor.

The latter reserves the right to refuse or cancel a request based on operational needs.

4. Work Schedule Arrangements (ATT) :

Any employee with an ATT must enter two weekly schedules into 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 a single week, the ATT is automatically canceled.
In this case, the schedule without the ATT is used for managing working hours .

=> Important: If your ATT is combined with a half-day of remote work, canceling the ATT will automatically result in that half-day of remote work being converted to a full day of in-person work.

5. VPN and Teams :

A VPN is required for remote access – Intranet article available here,

We strongly recommend using the Teams app.

Since compliance with these provisions is essential to the smooth operation of our organization, it is your responsibility to ensure that you update the LOGECA institutional application and enter your telework days.

Furthermore, to make it easier for your direct supervisor to monitor and approve your work, it is advisable to enter data on a monthly basis and update it as needed.

All documents are also available via the digital campus platform, under the “Human Resources” section.

Over the past 15 years, the Faculty of Sciences has expanded its support for staff members as they prepare to pass competitive exams.

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 take a competitive exam may contact the GAC department— fds.gestionrh@umontpellier.fr —and submit this completed questionnaire to request an individual counseling interview.

This interview will allow the candidate to plan their study schedule and ask any questions they may have about the various competitive exams.

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

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

If the number of applications is too high, priority will be given to contract employees whose eligibility for renewal is about to expire, in accordance with the UM system for managing contract personnel.

Two new tools (PLANUM and LOGECA) have replaced ADHOC and are available to permanent and contract BIATSS staff on the ENT, under the “My File” section.

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

Thecontact persons 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 those on indefinite-term contracts,any vacation days that cannot be transferred to the CET must be usedbyDecember 31.

Otherwise, they will be forfeited: all vacation days 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 employees on fixed-term contracts, as stipulated in their employment contracts, annual leave must be taken before the end of the contract period and does not entitle the employee to any compensatory pay.

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

First Work-from-Home Campaign – between June and July:

The telework campaign taking place between June and July is primarily intended for the renewal of permanent and contract employees who are already teleworking, and/or for employees who joined the organization during the year after February 1, effective September 1 through August 31.

2nd Work-from-Home Campaign – between November and December:

The second work-from-home campaign, taking place between November and December, is intended for permanent and contract employees who joined the agency at the beginning of the year; it will be effective from February 1 through August 31.

Requests to work remotely are submitted online using the DématUM app, which is accessible from the UM Digital Campus under the “Tools” section.

Compensation :

The decree of August 26, 2021, regarding the payment of the flat-rate telework allowance, sets forth the terms and conditions for paying 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 BIATSS contract employees). Compensation for days worked remotely will be paid quarterly. The amount of the allowance is capped at €282.24 for the 2024 calendar year. The calculation of the number of days worked remotely per employee will be automated through the LOGECA application, which will allow employees to receive compensation without having to submit an explicit request. Here are some clarifications in response to the questions you have sent us:

• Both fixed AND flexible telework days should be entered into the LOGECA tool,
• The daily allowance for working from home is €2.88 per day worked from home, and €1.44 per half-day of fixed work-from-home time (note: floating days cannot be split into half-days),
• This allowance is reserved for permanent and contract BIATSS employees under public law who have been authorized by the University to work remotely on an annual basis, or to work remotely for health reasons or due to a disability (remote work is not compensated),
• Reminder of the UM Telework Policy, Section 7.1: “Regardless of the work arrangement chosen from among the three telework options, the minimum number of days per week that an employee must be present at the workplace may not be less than 2 days per week.”

Exceptional Telework –

As of May 24, 2023, requests for remote work due to health reasons, pregnancy, or caregiving responsibilities must be submitted via the DEMATUM app —under the “Special Remote Work” tab.

If you would like assistance, please contact the HR Department’s Cross-Functional Initiatives Coordination Office at the following email address: drh-referent-teletravail@umontpellier.fr. You can find more information at this link.

Remote Work at Handiversité –

Permanent and contract employees who are eligible for telework due to a disability must notify us of their situation so that we can send you an email with detailed instructions on the procedure to follow.

Requests for telework due to a disability are not tied to a specific campaign. These requests can be submitted on an ongoing basis throughout the year. They will be approved by a special committee, which meets monthly.

If you are a new agent and would like to take advantage of the telework program for people with disabilities, 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 Initiatives Coordination Office at the following email address: dvc-handicap-personnels@umontpellier.fr. You can find more information at this link.

The “job description/performance and training review” campaign for BIATS staff runs from July through the end of September. Theperformance and training reviews will be conducted through the UMC2 (Université Montpellier Carrière Compétences) application, which has replaced DEPFOS.

As a reminder, only tenured BIATSS staff, as well as BIATSS staff and contract researcherswhose contracts are for a period of 6 months or longer, are eligible for this 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

Reports onprofessional and training interviews will beenteredviathe digital workspace (ENT) usingthe UMC2 application(access: “MY PROFILE” / “UMC2”). Please note: If the UMC2 icon does not appear in your ENT workspace, please log out and log back in.

TheUMC2 liaisons for staff members and immediate supervisors in the Faculty of Sciences will answer your questions at  fds.gestionrh@umontpellier.fr and will be there to assist you throughout the process.

Given the division’s activities during this period and through December, we would like to remind you of theneed to complete your performance review as soon as possible.

As a general rule, civil servants and public-law contract employees must devote all of their professional time to their public-service employment. 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 interfere with the performance of those duties. It must not undermine the normal functioning, independence, or neutrality of the department.

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

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

• Here is the announcement: If your work is related to teaching, training, or research and takes place at a public institution, a dedicated app is now available to complete your application directly on the ENT portal – HERE
• Regarding Authorization: For other types of activities, submit an authorization request form at least 1 month before the activity begins. Obtain approval from your supervisors and submit it via email to your department secretary for an initial review and forwarding to the GAC division.

The Declaration:

The process is entirely online; you can find the application for reporting concurrent employment on the ENT / My Account portal.

Reminder: The declaration of concurrent employment must be submitted at least 15 days before the start of the planned activity , along with supporting documents (invitation, employment contract, engagement letter, etc.), which must be uploaded to the application upon completion of the declaration.

The HR department's administrative office reviews the request. The employee receives an automatic email acknowledging receipt.

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

The agent receives an email confirming the request.

Authorization:

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

• I am a tenured BIATSS employee:Request for authorization to hold multiple jobs
• I am a BIATSS contract employee:Request for authorization to hold multiple jobs

The application must be submitted by email to the GAC HR Department – fds.gestionrh@umontpellier.fr – no later than 5 weeks before the start of the assignment.

If the activity you are planning does not meet the requirements for the declaration or authorization procedures described above, you can obtain information from your HR department:

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

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

The “sustainable mobility allowance” is a program that allows employees to receive compensation for their commutes to and from work when they use their own bicycle (or electric bicycle) or carpool.

• AFFECTED STAFF

 This applies to: All staff members paid by the institution

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

 PERIODS/DEADLINES

 The application period runs from early December through mid-January. The application, along with all supporting documents, must be submitted via internal mail or electronically to the employee’s HR department:

 For administrative staff:

• by internal mail: to the BIATS Personnel Management Department, P.O. Box 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 Faculty Personnel Management Office, P.O. Box 0415
• or by email at:drh-ens-gest-ind@umontpellier.fr

For administrative, research, and teaching contract employees:

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

by internal mail: to the Contract Staff Office, P.O. Box 7002

The Supplementary Social Protection (PSC) Contribution is a program designed to cover part of the cost of supplemental health insurance.

This applies to: All staff members paid by the institution

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