FAQ ADMINISTRATIVE AND TECHNICAL ORGANIZATION OF THE HYDROGEN ENERGY PLATFORM UTBM BUILDING F – BELFORT SITE

Your contacts:

Reception:

• Laurence Mary - laurence.mary@utbm.fr, office F113, 1st floor

Tel : 03 84 58 36 00

• Silviya Nikolova - silviya.nikolova@utbm.fr, office F112, 1st floor

Tel : 03 84 58 36 02

Administrators:

• Sophie Granon – sophie.granon@femto-st.fr

Tel : 03 81 66 64 98

• Bruno Riccio – bruno.riccio@femto-st.fr or bruno.riccio@utbm.fr, office F105, 1st floor

Tel : 03 84 58 36 43

• Laurence Mary – laurence.mary@utbm.fr, office F113, 1st floor

Tel : 03 84 58 36 00

Prevention Assistant

• Xavier François – francois@utbm.fr, office F 005, ground floor

Tel : 03 84 58 36 39

Quality Manager

• Emmanuelle Arcens – emmanuelle.arcens@utbm.fr, office F110, 1st floor

Tel : 03 84 58 37 06

Communication

• Silviya Nikolova - silviya.nikolova@utbm.fr, office F112, 1st floor

Tel : 03 84 58 36 02

The Hydrogen Energy platform situated in building F of the UTBM welcomes staff from the SHARPAC team of the FEMTO-ST as well as from the UAR FCLAB (with their different supervisory bodies and research laboratories - UTBM, UFC, UBFC, CNRS, Gustave Eiffel University, H2SYS, etc.).

The information below provides you with the main practical details.

Any new arrival of a person hosted within the Hydrogen Energy platform must complete a hosting request procedure.

This request should be initiated in consultation with the administrators of the unit using the Camunda TaskList tool, a dematerialized process (apart from the UTBM PhD students who need to contact the Doctoral Administration for their registration).

Once the hosting procedure has been validated (the processing time can take up to two months following the classification of the building in a zone with a restrictive regime – ZRR) the person will be welcomed at the secretariat and will be given an office key as well as an access badge.

The project supervisor must first ensure that a place and a PC are available with the administrators before starting the hosting request.

The person hosted on the platform will be given a booklet of the rules of procedures in force within the platform. A questionnaire will also be sent to him to ensure that the means available and the safety rules that need to be followed have been taken into consideration.

I. Administrative

The project supervisor (or the thesis director) needs to ensure in advance (if necessary) from the management of the Energy Department of FEMTO-ST or of the FCLAB the availability of the following:

☐ An office   ☐ A PC    ☐ A telephone

II. Authorization for the use of a test room or test facility:

☐ An electrical accreditation (specify the level) ____________

☐ Atex training (Level to be specified) ____________ (at least "introduction" to ATEX training with Xavier François)

One or more other courses: ☐_______________ ☐_______________ ☐_______________

☐ Request internal training on the equipment necessary for your tests from Xavier François.

This is to answer the following questions:

Has the person properly assimilated the operating concepts of a fuel cell, the bench and the test cell?

Is the person authorized to manipulate the testing equipment by his supervisor?

Please note: Make sure you have returned the signed authorization forms to validate your training.

Anyone leaving the Hydrogen Energy platform at the end of their contract (stay) must return the items entrusted to them (key, access badge, computer equipment) to Laurence Mary or Silviya Nikolova and data, work results, etc. to their scientific supervisor.

Access times are as follows:

Monday to Friday from 7:30 a.m. to 8 p.m. and Saturday from 7:30 a.m. to 1 p.m.

External visitors must identify themselves in the visitor register – QR code to flash at the entrance of the building -  https://www.utbm.fr/registrevisiteur and must under no circumstances be left alone! Wearing a visible Professional badge is recommended in the building.

Two closing periods should be noted:

- Christmas holidays (15 days)

- Summer holidays (3 weeks)

Private parking for the building is accessible 24 hours a day except during vacation periods, for platform staff with an access badge.

For security reasons, drivers must reverse into the allotted parking spaces. Accessible parking for people with disabilities, as well as parking spaces for electric vehicles are provided. Please respect the intended use of these spaces.

User ID and a password are assigned to each person once the hosting request has been definitively validated.

You can then connect to My space, select "My UTBM Profile":

https://cas.utbm.fr/login?service=https://monespace.utbm.fr/Login

For FEMTO-ST personnel, the activation of their FEMTO-ST IT account will also be necessary to access the services linked to this structure.

Contact Isabelle Christen - Tel: 03 84 57 82 00.

In the event of a problem (connection problem, emails), a ticket can be created in the UTBM space (IT assistance):

https://utbm.sharepoint.com/sites/Portail/SitePages/Assistance-informatique-et-audiovisuel.aspx

Once the IT account has been activated, the new arrival must activate their Izly account (to be able to use the printers in the building) as follows:

https://mon-espace.izly.fr

 

A personalized access badge will be given at the reception of the building once the hosting application has been validated, this badge will thus allow access to the platform.

A photo ID will be requested beforehand.

I.  Missions

Any professional trip, regardless of the establishment responsible for it, must be the subject of a mission order before departure.

The mission order must be validated and signed by the supervisors to be eligible for reimbursement

Upon return from the mission, an expense report must also be provided, a document which must be accompanied by original supporting documents related to the mission.

A ticket is required for all mission requests (see the procedure below):

Please make a ticket for all mission requests at the following link for the entire Energy Department of FEMTO-ST :

https://tickets.femto-st.fr/front/selectEntity.php

then click on "GESTION".

Your contacts for the ENERGY missions:

Sophie GRANON and Bruno RICCIO.

Reminder: Isabelle CHRISTEN does not manage the missions apart from for the thisis defences.

You can also find the mission manuals and forms on the Femto-ST intranet (with your Femto ST username and password):

https://extranet.femto-st.fr/intranet/SitePages/Accueil.aspx

 II. Purchases

Any purchase must first be the subject of a quote request and a purchase order which will identify financial support with the manager concerned.

There are 4 supervisory bodies at FEMTO ST: UFC, CNRS, UTBM and UBFC.

Please find the purchase procedure to follow:

- make a Purchase Request

- make a ticket for all requests (purchase orders, missions, balance sheets)

- attach a signed quotation, commercial offer, or an "online basket" for all your orders.

Follow the link to make your tickets for the entire Energy Department of FEMTO-ST:
https://tickets.femto-st.fr/front/selectEntity.php

then "GESTION"

III. Annual leave

Any request for leave must receive prior approval from the line manager and be the subject of an absence form to be completed and signed.

For your leave and absence:

UFC, UBFC, CNRS, ENSMM employees:

on the Femto ST intranet - Règlement Intérieur :

https://extranet.femto-st.fr/intranet/ri_administration/SitePages/R%c3%a8glement%20Int%c3%a9rieur.aspx

UTBM employees:

Mon espace UTBM - Mes applis - GÉRER MES CONGÉS :

https://utbm.sharepoint.com/Sites/Portail/

 

Any request for leave must receive prior approval from the line manager and be the subject of an absence form to be completed and signed.

For your leave and absence:

UFC, UBFC, CNRS, ENSMM:

on the Femto ST intranet - Règlement Intérieur :

https://extranet.femto-st.fr/intranet/ri_administration/SitePages/R%c3%a8glement%20Int%c3%a9rieur.aspx

UTBM:

Mon espace UTBM - Mes applis - GÉRER MES CONGÉS :

https://utbm.sharepoint.com/Sites/Portail/

Professional mail can be deposited directly in the outgoing mail locker located in the dedicated space.

Personal mail must already be franked.

Mail reception and departure: Mondays, Wednesdays, Fridays.

Location: UTBM reception – building I.

Correspondence should be addressed to the following mailing address:

UTBM – mention of the service or laboratory (UTBM - Site de Belfort - Bâtiment F – FCLAB, 13, Rue Ernest Thierry Mieg) – name of the person – postal code of the hosting establishment: 90010 – City: BELFORT Cedex

Conventional parcels are received at the reception of the Belfort site, building I from Monday to Friday during working hours from 8:30 a.m. to 12:00 p.m. and from 1:30 p.m. to 4:30 p.m.

A message is sent by the reception agent to inform the recipient of the receipt of a package.

For bulky goods, the carrier may be given the geographical address of Hydrogen Energy Platform building F: Platform Pile à Combustible - 2 rue Edouard Belin - 90000 BELFORT

Any delivery of dangerous goods must be prepared with the building's Prevention Assistant, Xavier François, or with the Prevention Advisor of the host establishment, Virginie Breuillard, in order to guarantee the safety of operations.

The simplified security protocol INSHSE022 must be signed by any delivery person required to carry out an operation requiring heavy handling and a long presence on site.

The document is in a pocket posted on the board at the entrance hall (parking side).

The F206 meeting room on the 2nd floor is available to all staff and can accommodate around twenty people in meeting mode and up to 50 people in conference mode. This room is equipped with a video projector and an audio conference station.

Two small meeting rooms are also available - F249 and F250 with a maximum capacity of 8 people.

Keys can be collected from Laurence Mary or Silviya Nikolova from the secretariat.

Room reservations are possible directly in the agenda of your UTBM messaging service Outlook by indicating  F206, F249 or F250 in "Place" when creating a new appointment (the document explaining the procedure is available here).

IMPORTANT : After each meeting the keys must be returned to the secretariat.

Documents relating to quality, research, services, and management of equipment etc., can be found in the document system hosted on the FEMTO-ST cloud.

Access may be requested by contacting the Head of Quality Control Emmanuelle Arcens : emmanuelle.arcens@utbm.fr.

To arrange use of equipment (e.g. electronic load, thermal chamber, etc) or a fuel cell test bench or electrolyzer, use the reservation system at the address: https://booked.femto-st.fr/Web

To access the planning, you must activate your FEMTO-ST account if you are a member of this laboratory or request the rights from FCLAB management if this is not the case.

Click here  for the Procedure of reserving material resources

and go to https://booked.femto-st.fr/Web  to start your reservation.

For questions regarding the reservation procedure and accessing the Intranet page contact Emmanuelle Arcens: emmanuelle.arcens@utbm.fr.

In case of more specific questions, your contacts are available.