INDUCTIONMANUAL

INDUCTION MANUAL

LAST UPDATE | MARCH, 2nd 2011

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10. Communications Service ...................................17a. Functions ................................................................ 17b. CREAL Web ............................................................. 17c. Intranet ................................................................... 17

11. Computing Resources .......................................18a. Access to Computing Resources ........................... 18b. Usernames and Passwords ................................... 18c. e-mail ..................................................................... 18d. Communal drive U:\\crealf01\creal ....................... 18e. Computing Incidents .............................................. 19f. Protection Measures for Personal Data ................. 19

12. Sustainability .....................................................20

13. Leisure Activities ...............................................21a. CREALVerd .............................................................. 21b. Leisure Activities .................................................... 21

Facilities ..................................................................22a. CREAL Premises .................................................... 22b. PRBB Auditorium ................................................... 22c. Meeting Rooms ....................................................... 22d. Questionnaire Room ............................................... 22e. Work Room ............................................................. 22f. Storage and Sample Transport ............................... 22g. Camera (Photography) ........................................... 23h. CREAL Common Room .......................................... 23i. PRBB Cafeteria/Restaurant .................................... 23j. Car Parking .............................................................. 23

15. Services .............................................................24a. Maintenance incidents ........................................... 24b. Purchasing .............................................................. 24c. Offi ce Material ........................................................ 24d. Post ......................................................................... 24e. Photocopier and Scanner ....................................... 24f. Scientifi c Posters ..................................................... 25

15. Other Useful Information ...................................26a. Location and Access ............................................... 26b. Basic telephone Functions ..................................... 27c. Important Telephone Numbers .............................. 27d. Visitor Access.......................................................... 28e. Emergency Drill ...................................................... 28f. Other PRBB Centres ............................................... 28

1. Welcome from the Director ..............................................5

2. Who we are .......................................................................6a. A Little History ...................................................................... 6b. Our mission .......................................................................... 6c. Our vision .............................................................................. 6d. Corporate Values .................................................................. 6e. Commitment to Public Health ............................................. 6

3. What we do .......................................................................7a. Research ............................................................................... 7b. Good Practice Guide ............................................................. 7 4. Organisational Structure .....................................................8a. Organisation chart ................................................................ 8b. Trustees ................................................................................ 9c. Governing Board ................................................................... 9d. Scientifi c Advisory Board (SAB) ........................................... 9e. Management ......................................................................... 9f. Scientifi c Administration Committee (CREALETA) ............ 10g. Regular General Meetings at CREAL ................................ 10h. Annual Scientifi c Retreat ................................................... 10

5. Research Projects ..............................................................11

6. Publications ........................................................................12a. Publications by CREAL Authors ......................................... 12b. Signature for Bibliographies .............................................. 12c. Other Publications .............................................................. 12 7. Scientifi c Seminars ............................................................13a. CREAL Seminars ................................................................ 13b. IMIM Epidemiology Seminars ............................................ 13c. PRBB Seminars .................................................................. 13

8. Training ...............................................................................14

9. Personnel Management ....................................................15a. Security Cards and Opening Times ................................... 15b. Employee Regulations ........................................................ 15c. Labour Incidents ................................................................. 15d. Holidays .............................................................................. 16e. Salaries ............................................................................... 16f. Training ................................................................................ 16g. U Drive\\CREAL GENERAL ................................................ 16h. Emergency Plan ................................................................. 16

Index

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Welcome to the Centre for Research in Environ-mental Epidemiology (CREAL). With this manual we hope to facilitate your host in the incorporation at CREAL and, therefore, we’ve included an extensive collection of infor-mation about the characteristics and operation of our center. In fact, an important part of this guide refers to how we are organized in terms of both, administrative and management aspects as the scientifi c aspects. We take in very account, that even our centre is not a very big one, there are many things to learn about it and about its working procedures. For this reason, you must read carefully this manual because it will give you an overview of CREAL and facilitate your adaptation. However, there are many important things that can not be transmitted in a manual like this. The most important is our belief that the success of the centre and, therefore, of all of us depends largely on the willingness and ability to cooper-ate with between us. And that cooperation is one of the keywords in our dictionary and the basis of teamwork. There is nothing here that we do alone. We are all required to carry out the mission of the centre, which focuses on carrying out environ-mental and epidemiological research projects of high quality, and provide scientifi c knowledge that is relevant for public health actions.

The cooperation and teamwork require the right conditions. Therefore, maintaining a friendly at-mosphere where trust and cooperation to fl ourish is one of our major concerns. Professional devel-opment, honesty, integrity and respect for col-leagues working for us are fundamental values. Currently, all employees work in 6 CREAL re-search programs, covering a wide range of envi-ronmental exposures (air pollution, water pollu-tion and radiation) and its effects on health (child health, cancer and respiratory health). Moreover, one of the characteristics of our heart that we appreciate most is our inter-national membership. We come from differ-ent countries and we have different cultures and languages. This diversity makes us richer and expands our vision of research and reality. We wish you the best during your stay in CREAL, whether you’re here for a limited period as if your incorporation is an indefi nite term. We will do our best to do that work here feel worthwhile and makes life more enjoyable and interesting. We need you to help us achieve this. Sincerely,

Josep M Antó Director

Manolis Kogevinas and Jordi Sunyer Co-directors

1. Greeting from the Director

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A. A LITTLE HISTORY The Centre for Research in Environmental Epide-miology (CREAL) was created at the end of 2005 as a joint project of the Generalitat de Catalunya (Au-tonomous Catalan Government); the Ministry of Health and the Ministry of Innovation, Universities and Enterprise with the Parc de Salut MAR (MAR Health Park) and the Pompeu Fabra University.This institution is directed by Dr. Josep M. Antó and forms part of the Barcelona Biomedical Re-search Park (PRBB), which is one of the biggest clusters of biomedical research in Europe. It in-cludes six public research centres and is located next to the Hospital del Mar.Despite its very recent constitution, this centre is the offspring of a research project in Epidemiol-ogy and Environment started initially by the Res-piratory and Environmental Research Unit (URRA) of the IMIM Hospital del Mar Research Institute. For this reason, the research staff who work here have a long experience in research, assessment of information systems, evaluation of environ-mental risks and crisis management, as well as being qualifi ed in environmental epidemiological methodology and knowledge management.In fact the research at the CREAL is led by senior and junior scientists of world renown in the fi eld of epidemiology. They are supported in their task by a professional team of post-doctoral scientists, statisticians, pre-doctoral students, technicians and administrators.

It is also important to mention that today the CRE-AL forms part of the CERCA plan, the System of Research Centres of Catalonia that includes 40 centres with a total of over 3,000 researchers.

B. OUR MISSIONOur mission is to carry out high quality epidemio-logical research projects on the environment and health and to offer relevant scientifi c knowledge for use for the improvement public health. This will be achieved using competitive research pro-jects, higher education and national and interna-tional multidisciplinary collaborations.

C. OUR VISIONThe CREAL will be an international centre of ref-erence for epidemiological research.

D. CORPORATE VALUESThe corporate values of the CREAL include the following:• Commitment to Public Health• Excellence in research• Professional development• Honour, dedication and responsibility in the workplace• Cooperation and collaboration• Independence• Rendering of accounts and a transparent manage-

ment policy

E. COMMITMENT TO PUBLIC HEALTHThe CREAL believes fi rmly in the role of environ-mental epidemiology as a scientifi c area within Public Health and therefore expresses its commit-ment to collaboration in the processes of risk eval-uation and environmental Public Health practices.In both the developed countries and those in the process of development, Environmental Public Health still has to face great challenges to be able to protect populations from the effects of physi-cal, chemical and biological agents. To achieve this goal, the CREAL works through competitive research projects and national and international multidisciplinary collaborations.

2. Who We Are

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A. RESEARCHResearch at the CREAL is organized into 6 re-search programmes:• Respiratory: The research line on respiratory

diseases includes the study of the causes of respiratory disease in the environment and in the workplace; in children and adults. This in-cludes chronic obstructive pulmonary disease (COPD) and asthma. The head of this pro-gramme is Josep M. Antó.

• Cancer: Cancer is one of the most important causes of mortality in the world. Now it has been proven that exposure to a number of en-vironmental or work-related factors can cause the disease. This programme studies various cancers, such as bladder, colon, leukaemia or lymphomas, amongst others, to identify the en-vironmental factors involved. This programme is led by Manolis Kogevinas.

• Child Health: The research at the CREAL fo-cuses on the evaluation of intrauterine and postnatal growth including development of the neurobehavioral system in children and the evaluation of other birth defects in relation to persistent environmental contaminants such as organochloride compounds (OCs), mercury, DDT and airborne particles in the urban envi-ronment. The head of this group is Jordi Sunyer.

• Air Pollution: The principal objective of this programme is to understand the sources of atmospheric contamination, in particular traf-fi c, in relation to the origin and development of pathologies related to the cardiorespiratory ap-paratus and neurodevelopment. To do this, the benefi ts of physical exercise during transporta-tion are also analysed. The programme is led by Jordi Sunyer.

• Water Pollution: This programme researches the relationship between water pollutants, par-

ticularly sub-products of the disinfection pro-cesses used to treat potable and non-potable water for swimming pools and their various ad-verse effects on health, such a cancer, respirato-ry disease and reproductive disorders. The head of this programme is Mark Nieuwenhuijsen.

• Radiation: Research in this programme is fo-cused on the effects on health of ionizing ra-diation (for example those caused by nuclear activity or medical tests such as scanners) and non-ionizing radiation (such as those emitted by mobile telephones). The head of this pro-gramme is Elisabeth Cardis.

Furthermore, there are also transversal pro-jects related to CREAL research on Biostatis-tics and Educational Programmes.

B. GOOD PRACTICE GUIDEThe Good Practice Guide (CBPC) for the PRBB centres is a collection of recommendations and commitments to the practice of scientifi c activi-ties. Its aim is to anticipate problems of integrity in the behaviour of scientists. Its content is com-plementary to the existing legal regulations.

This code will be supplied on arrival to the Cen-tre for Research in Environmental Epidemiology but you can also fi nd it at: http://www.creal.cat/programes-recerca/en_index.html.The CBPC constitutes a collective means of au-toregulation. Its content has been revised and supervised by the Scientifi c Commission of the PRBB, this is made up of the directors and scien-tifi c personnel of the IMIM Hospital del Mar Re-search Institute, the Department of Experimental Science of the Pompeu Fabra University, the Cen-tre for Genomic Regulation (CRG), the Centre for Regenerative Medicine of Barcelona (CRMB), the Institute of Advanced Technology (IAT-PRBB) and the Centre for Research in Environmental Epide-miology (CREAL).

3. What We Do

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SCIENTIFIC ADVISORYCOMMITTEE

BOARD

GOVERNMENTCOMMITTEE

DirectorJ.M. ANTÓ

Scientifi c Directors AssistantsM. KOGEVINAS

J. SUNYER

Programme:Cancer

M. KOGEVINAS

Programme:Chilhood

J. SUNYER

Programme:Water Pollution

M. NIEUWENHUIJSEN

Programme:Respiratory

J.M ANTÓ

Programme:Radiation

E. CARDIS

Programme:Air Pollution

J. SUNYER

ManagementProgramme

G. PERELLÓ

Scientifi c-TechnicalProgramme

J. PORCEL

FinancialProgramme

D. LÓPEZ

Management DirectorC. DÍAZ

A. ORGANISATION CHART

4. Organisational Structure

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B. BOARD OF TRUSTEESThe Board of Trustees is the highest governing body of the CREAL Foundation. It is made up of representatives of all the faculties necessary to realize the objectives of the foundation.

The Board of Trustees is collegiate in nature and meets for ordinary meetings twice a year.

The president is Mr. Antoni Plasència Taradach, Director General of Public Health of the Ministry of Health of the Generalitat of Catalonia.

The other members of the Board of Trustees are representatives of the trustee entities: The Gen-eralitat of Catalonia (Ministry of Health, Ministry of Innovation, Universities and Enterprise and the Ministry of the Environment and Housing), Bar-celona MAR Health Park and Pompeu Fabra Uni-versity. See the list at: http://www.creal.cat/creal/organs-govern/en_patronat/.

C. GOVERNING BOARDThe Governing Board consists of one representa-tive of each of the institutions that make up the Board of Trustees; ordinary meetings are held twice a year.The president of this body is Miguel Gómez Clarés, Director of the Director Plan for Scientifi c Policy of the Ministry of Health of the Generalitat of Catalonia.

D. SCIENTIFIC ADVISORY BOARD (SAB)The Scientifi c Advisory Board is made up of inter-nationally recognised researchers and its function is to assess and evaluate the organisation and re-search carried out at the centre. Visits by the SAB are programmed according to needs.The advice of the SAB is very important as it serves as a guide to defi ne the strategic lines of the CREAL.The President of the SAB is Jonathan Samet, Pro-fessor and Head of the Department of Preventive

Medicine at the Keck School of Medicine, and Di-rector of the Institute for Global Health of the Uni-versity of Southern California. Please consult the full list of members of the SAB at: http://www.creal.cat/creal/organs-govern/en_consell-assessor/

E. MANAGEMENT • Administrative Management Committee (AMC)

The SMA meets once a month with the aim of establishing the directives and general criteria for the functioning of the centre as well as mak-ing sure they are followed. Amongst other func-tions the AMC:+ Develops the Strategic Plan of the Centre (this

is then ratifi ed by the Trustees)+ Development of the negotiated formula grant

for the centre+ Carries out periodic follow-ups of the indicators

for the centres+ Carries out follow-up of the administrative and

scientifi c management of the centre

Josep M. Antó, Director of the CREAL is the Presi-dent of the AMC.

The members are:Jordi Sunyer, Co-Director del CREALManolis Kogevinas, Co-Director del CREALCarlos Díaz, General ManagerGemma Perelló, Head of the Management Programme

* The minutes of the SMA meetings are available for all personnel of the CREAL at: U:\CREAL GENERAL\Actes reunions-Meeting minutes

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• Scientifi c Management Committee (SMC)The SMC meets fortnightly and its function is to establish directives and general criteria for the research at the centre.

Josep M. Antó, Director of the CREAL is the Presi-dent of the SMC.

The members are:Jordi Sunyer, Co-Director del CREALManolis Kogevinas, Co-Director del CREALCarlos Díaz, General ManagerGemma Perelló, Head of the ManagementProgrammeMark Nieuwenhuijsen, Head of the Water Pollution ProgrammeElisabeth Cardis, Head of the Radiation ProgrammeJoana Porcel, Head of Scientifi c-TechnicalProgramme

* The minutes of the SMC meetings are available for all personnel of the CREAL at U:\CREAL GENERAL\Actes reunions-Meeting minutes

F. SCIENTIFIC ADMINISTRATION COMMITTEE (CREALETA) The Scientifi c Administration Committee, also called the CREALETA meets every two months and is made up of the members of the two manage-ment committees, senior investigators, post-doc-toral investigators, the IT department, the Commu-nications Manager and the Project Managers who coordinate the largest projects at the centre.The agenda for these meetings is developed through an open communication and is directed by the CREALETA Manager and Co-Director of the centre, Manolis Kogevinas.

The CREALETA has two types of functions: • Communication: This is the essential function of

the CREALETA as it helps maintain strong cohe-sion between its members. Communication in-cludes an exchange of information and discus-

sion of opinions for specifi c topics, decisions are not necessarily taken during this phase

• Decision Making: Decisions taken can be classed in three categories: research, educa-tion and organisation.

Other members of the CREAL (pre-doctoral students, technicians and administrators) can be invited to deal with specifi c topics at the CREALETA. They can also communicate com-ments that they consider relevant through their representatives.

G. REGULAR GENERAL MEETINGS AT THE CREALThe Management of the CREAL holds regular meetings twice a year with all members of the CREAL. These meetings are separate for profes-sional categories: pre-doctoral researchers, post-doctoral researchers, technicians, statiscians and administrative assistants.The objective is to maintain a constantly open channel of communication so that the manage-ment is informed of concerns and issues.

H. ANNUAL SCIENTIFIC RETREATEvery year the CREAL organises an Annual Scien-tifi c Retreat for all the CREAL personnel so that all researchers and other members of staff get to know about all the research carried out at the centre. Presentations are given of all the projects that the CREAL staff participate in and the results they have obtained are explained.

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Approximately 50% of the CREAL fi nancing comes from the trustee entities and this covers the struc-tural part of the centre. The other half is competi-tive funding from various public and private na-tional funding agencies: ISCII, MICIIN, La Marató, Agaur, etc; and international funding agencies: European Commission, NHI, etc.

Support for National and International ProjectsAt the moment the CREAL works with the Re-search Service of the IMIM. Any question about paperwork related to grants or projects should be addressed to this service.The Head of the Research Service is Marta López, who is based in offi ce 157.03 on extension 1576 or on email mlopez4@imim.es.For national projects you should contact Carmen Sánchez Gallardo, who you can fi nd on extension 1682 or mcsanchez@imim.es or in offi ce 157) and

Meritxell Torres Paisal, who is on extension 1684, mtorres@imim.es or in offi ce 157.For international projects you should contact Carol Barnwell, who is in offi ce 157, on e-mail cbarnwell@imim.es or extension 1670. Carol is also responsible for the Coordination of European Projects Offi ce.

At the moment the CREAL Projects Offi ce is in the Process of Creation and will come into use during 2011. The CREAL OP Manager is Joana Porcel, who can be reached on extension 7349, on jporcel@creal.cat or in offi ce 186. The CREAL Projects Offi ce will be responsible for providing support for the paperwork necessary for research projects, especially those where the CREAL is a partner in the work and does not have a specifi c Project Manager for the project as happens with those coordinated by the centre.

5. Research Projects

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6. Publications

A. CREAL AUTHOR PUBLICATIONSAll publications by CREAL research staff can be found on our web:http://www.creal.cat/en_publicacions_creal/. Only the abstract is available here. If you wish to read the full article you should consult the local drive U:\CREAL GENERAL\Publicacions-Publica-tions. Here you will be able to search under the different categories of author, title, journal etc. Once you have found the article you are interested in you can download a PDF fi le of the article. To do this you need the software Reference Manager. If you do not have this, please send an incident ticket to IT or contact IT department.

B. SIGNING RESEARCH COMMUNICATIONSThe CREAL must be the fi rst or principal scientifi c address on documents signed by members of the CREAL. Usually this is the only signature that is included in PubMed for fi rst authors.

The CREAL signature must be the following:“Centre for Research in Environmental Epide-miology (CREAL)”.

The CREAL signature is always in English (for both national and international journals).

As well as the CREAL, all members of staff who work in collaboration with the IMIM (Hospital del Mar Research Institute and the CIBER should in-clude the following signature:“Hospital del Mar Research Institute (IMIM)”“CIBER Epidemiologia y Salud Pública (CIBERESP)”

For those affi lated to the UPF, it is also obligatory to include the following signature:“Universitat Pompeu Fabra (UPF)”

Finally, affi liation to other institutions might also be necessary, as is the case of ICREA.By default the order of signatures should be:

1) CREAL 2 ) ICREA (if appropriate)3) IMIM Institut de Recerca de l’Hospital de Mar4) UPF5) CIBERESP

The address for correspondence (when neces-sary) is:

CREAL- Centre for Research in Environmental EpidemiologyBarcelona Biomedical Research ParkDr. Aiguader, 8808003 BarcelonaSpain

Tel. +34 93 2147300Fax + 34 93 2147302

*It is very important that all articles and publi-cations carry the correct signatures.

C. OTHER PUBLICATIONSTo consult other publications we recommend that you use the Pompeu Fabra University (UPF) li-brary (http://www.upf.edu/bibtic/ or you can use the PubMed database (http://www.ncbi.nlm.nih.gov/pubmed/).

CREAL research results are translated into scientifi c articles published in national and in-ternational scientifi c journals.

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7. Scientifi c Seminars

A. CREAL SEMINARSEvery Friday at 09.30 there is a scientifi c seminar organised by the CREAL and addressed to all re-search staff and statisticians at the centre. These seminars are obligatory. On some occasions the seminar is given by a researcher from outside the CREAL.The pre-doctoral students, supervised by a junior researcher, are responsible for giving these semi-nars and they are distributed on an annual rota.

B. IMIM EPIDEMIOLOGY SEMINARSThe IMIM/CREAL Epidemiology Programme of-fers a seminar every second Wednesday at 15.00 to 16.00.Researchers and statisticians should attend these seminars.

C. PRBB SEMINARSYou can see a full list of the PRBB Scientifi c Semi-nars on the CREAL web at: http://www.prbb.org/contingut/part04?from_action=eng_part04.

You can consult the following sessions on the CREAL website http://www.creal.cat/en_index.html:

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You can fi nd the guidelines for the programme at U:\CREAL GENERAL\Procediments-Procedings.

The objective is to provide CREAL staff with information and training in the use of new technologies in research and facilitate the use of new information tools in order to improve the quality of their clinical, teaching, research and management tasks.

Other routes to training are: • PRBB Intervals Programme: Barcelona Biomedical Research Park organize some coursed addressed to

all the researchers: www.prbb.org/intervals• IMIM Training Programme: CREAL personal can access to IMIM training courses: http://intranet.imim.es

The CREAL has a training programme aimed at all personnel managed by Jordi Sunyer, Co-Director of the CREAL.

8. Training

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9. Personnel Management

A. ACCESS CARDS AND OPENING TIMESThe card readers detect the cards when they are in proximity. It is obligatory to use your person-al card when entering and leaving the building, otherwise the system will not allow you to come back in if you did not mark your exit or vice versa. The card allows you to enter any of the access points of the building and free movement in the CREAL premises 24 hours a day 365 days a year. It also allows you into the other premises within the building on working days from 08.00 to 20.00. There are areas of restricted access where only authorized personnel can enter.

B. EMPLOYEE REGULATIONSYou can see the CREAL work regulations at U\\CREAL GENERAL\Recursos Humans.It is recommended that all staff contracted by the CREAL Foundation have a medical check-up with the company’s health insurance company. The HR ser-vice will contact all new employees regarding this.

C. LABOUR INCIDENTSDays for personal use (DPU), 5 days a yearCREAL personnel have DPU. Full-time work-ers (40 hours per week) have 5 DPU. In case of other contracts, DPU will be directly propor-tional to hours worked. These should be requested via the IMIM in-tranet the same way as for holidays, they must

be approved by your supervisor manager. These days are available until 31 December of the same year and must be used during the cal-endar year and cannot be carried over.

Work outside the offi ce (congresses, etc):If you are attending a conference or meeting etc. outside CREAL you should make the re-quest through IMIM Intranet/GESTION DE PER-SONAL (Personnel Management). You should always attach a document for justifi cation (agenda, congress inscription etc.).

Sick Leave:For contracted members of CREAL staff a doc-tor’s note (baixa mèdica) is required for the fi rst day missed due to illness. A certifi cation note of a doctor’s visit (justifi cant mèdic) is not valid. This note should arrive within 48 hours of the absence, by hand or by fax (Samuel Espinal 93 214 73 02) or by attaching it in an IT application used to make the ticket/incident on-line.Failure to communicate the sick leave correctly will mean that the absence is counted as a DPU.

CREAL has a Human Resources service whose aim is to advise all employees regarding labor issues and orientation training. It is important to us that our staff was in a comfort-able working environment and with the best tools to work. Our HR management is a service nearby and it is intended to provide an add value. We also have a priority to integrate the new staff as quickly as possible to the functioning of our center. To achieve this, we share our values and our interests from the start of each CREAL professional project in order to maintain a positive relationship.

The person responsible for HR is Samuel Espinal, who can be reached on sespinal@creal.cat or on extension 7351.

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D. HOLIDAYS At the appropriate time you will receive a mes-sage from the HR service requesting the dates for your holidays. You should request your holidays through the IMIM intranet GESTIÓ DE PERSON-AL/INCIDÈNCIES LABORALS (Personnel man-agement/labour incidents), they are approved by Mª del Mar Ferrer (tel: 93 316 0575) and this pro-cess can take a few days.

Please remember that your supervisor must au-thorize the holidays prior to making the intranet request. In the case of requesting holidays outside the normal holiday period, please speak to your line manager fi rst as this needs prior approval.

Summer Holidays: 23 labour days (including just working days). These cannot be divided either into a maximum of two periods or per week. The summer holiday period recommended is 1 June to 31 September.Summer holidays must be taken before 31 De-cember of the same year or they are lost.Easter Holidays (4 Days)For Easter you have 4 days holiday and there are two options available. At the appropriate mo-ment you will be notifi ed and you should follow the same procedure as for summer holidays.Christmas HolidaysFor Christmas you have 4 days holiday and there are two options available. At the appropriate moment you will be notifi ed and you should fol-low the same procedure as for summer holidays.These days must be taken before 31 January of the following year, after this date they are lost.Offi cial Calendar You can see the calendar on U\\CREAL GENERAL.

E. SALARYSalaries and grant stipends are paid into your ac-count on the 28th day of the month.

G. U DRIVE U\\CREAL GENERALOn the U Drive you can fi nd the Emergency Plan (fi re drill), templates, forms and information re-lated to aspects of Personnel Department, Com-munication and Meetings concerning the centre.

H. EMERGENCY PLANIn the case of evacuation of the building you must follow the instructions you will fi nd in the PRBB Self Protection Plan (Pla d’autoprotecció del PRBB) which you will fi nd in the fi le: U\\CREAL GENERAL\Pla d’Emergència.

The objective of this plan is to organize and co-ordinate the personnel of the centre so that they act in an ordered way, both regarding communi-cation of the situation, implementation of actions or evacuation of the centre, enabling the resolu-tion of the problem with the minimum personal or physical damage possible. This is irrespective of whether the situation is caused by fi re, bomb threat, spillage or emission of chemical, biologi-cal or radioactive substances.

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10. Communications Service

A. TASKSThe CREAL has a Communications Department, which manages all actions related to internal and external communication. It also offers advice on aspects of image, publicity and all matters con-nected with communication.

The mission of the Communications Department is to:• Inform the general public of the activities of the

CREAL• Improve the visibility of the CREAL and by exten-

sion its research• Offer support to researchers in activities to in-

form about science• Organize events and conferences• Prepare informative dossiers, reports and leaf-

lets• Maintain the web www.creal.cat

The publication of scientifi c articles should be communicated previously to this service to give time to evaluate the news value and write a press release. Staff should also communicate any ac-tivities such as interviews, seminars, informative sessions or collaboration with the media to the Communications Service.

Gisela Sanmartin is the Communications Service Manager, she can be contacted on gsanmartin@creal.cat or extension 73 33. B. CREAL WEBThe CREAL has had it own dedicated webpage www.creal.cat since 2006. Here you will fi nd infor-mation about the research carried out, projects, publications, research programmes, employees, news and activities etc.Your profi le will be entered on the webpage as soon as you join the centre. It is recommended that you provide information on which project you will be working on when you start so this can also be refl ected on the web.

C. INTRANETThe CREAL is planning to develop its own intranet during 2011. Meanwhile you can use the IMIM in-tranet to make requests or incidents/tickets.Many of the general resources you need are also on the IMIM intranet. To enter, from the CREAL webpage click on the intranet icon. You will be asked for your username and password.The intranet makes all types of information avail-able such as: shared services and specifi c re-search services. It facilitates administrative tasks (purchasing, general services, administration, Personnel Management etc.) through its appli-cations and it allows you to report incidents and requests to General Services and IT. There is an announcement board and a suggestions box. You will also fi nd a search tool for searching staff by entering a surname, and this provides informa-tion on location, telephones and emails for con-tact along with a photo.

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11. Computing Resources

A. ACCESS TO COMPUTING RESOURCESThere are a range of IT resources aimed to help the administrative and research activities of the centre. You are asked to take good care to use these services correctly and to remember that it is an IT system exclusively for authorized person-nel and that the contents can be checked or re-vised in the case of abuse or misuse.Only legally useable programmes can be used, that is programmes purchased by the CREAL or the user. For any doubts please contact to IT De-partment: Paco Fernández (pfernandez@creal.cat or extension 7320) or Manel Rodríguez (mrodri-guez@creal.cat or extension 73 56).

B. IT USERNAME AND PASSWORDTo access the system all users must have an ac-cess code (username) and password. The pass-word must have a minimum of 7 characters which must be a mixture of letters and numbers or spe-cial characters. The user is responsible for pro-tecting his or her username for the system, it is personal and not transferable, it is not permitted to use the username of another person. The user must change the password every six months.When a user leaves the CREAL the contractual re-lationship ends and this is indicated on the data-base 6IMIM (IMIM software); the user’s accounts will then be blocked and the access card will also stop working the day following the leaving date. 3 months after the account is blocked, if no change has occurred, the contents of the user’s accounts are recorded on a CD-ROM and this is left in his or her staff personnel fi le. The user’s accounts are then removed from the system and the username removed from the directory.

If the user requests it, e-mail can be redirected to another account for a maximum period of six months from the leaving date. If the user re-turns as a member of staff before the end of the 3-month period of blockage or the 6-month period of redirection, the accounts are reactivated. In no

case can a user who has no contractual connec-tion with the CREAL have an active access card.

C. E-MAILOnce a username has been activated he or she will have an individual e-mail account to use free-ly. It is possible to connect to the account from any external computer via the intranet (https://mail.creal.cat/).

You are asked to make a good use of the resourc-es and to follow recommendations at all times:

• Use the e-mail responsibly• Do not send massive mailings from the

CREAL accounts• Inform the IT Services and/or your line

manager of any possible anomalies

Please remember that:• You must use a screen protector with

password to protect confi dentiality• Your password is private and not

transferable• You should switch off the computer and

the screen at the end of the working day• You must comply with copyright law and

it is not permitted to make copies of CDs or DVDs

D. U DRIVE: U \\CREALFS01\CREALThe U drive U \\crealfs01\creal is a shared network resource so care should be taken to use it prop-erly and guarantee that everybody gets a good service. Please do not keep personal fi les (music, photos etc.); you should keep this type of material in your PC. Please erase any old fi les you are not using from the U drive.You should not keep fi les on the U drive that con-tain confi dential information (that identify individu-als) that are not adequately protected. Such data

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should be protected, if you have any doubt or need of advice about any technical aspect related to this matter, please do not hesitate to ask IT de-partment.

E. IT INCIDENTS/TICKETSThe IT service or SRI responds to the needs of the fi nal user in relation to ITT (Informatics and Tele-communications Technologies) within the CREAL.This service is structured with only one means of communicating incidents or queries; this means that work fl ow can be managed effi ciently to as-sign tasks to the appropriate people.To access the service go to the IMIM intranet within the section SRI fi nd ÐComunicació dÐincidènciesÐ (Communication of incidents). F. PROTECTION MEASURES FOR CONFIDENTIAL DATAThe CREAL has homologised working procedures available (PNT/SOP) for data protection which you should read and check. You can fi nd these at U\\CREAL GENERAL. If you have any, doubts or queries you should contact Paco Fernández on (pfernandez@creal.cat) or Joana Porcel on (jpor-cel@creal.cat)

All employees must sign or electronically accept the document containing the rules of use for IT resources when they enter the IMIM intranet. They also sign a statement of confi dentiality when they sign their contracts.

Everybody who manages informatics registers with personal data for CREAL research projects must comply with the following:

• When a new fi le that contains personal data is created the creator must inform IT department of its location, the person responsible and all the people who have access.

• Defi ne exclusive user names and passwords for the applications, registers, databases (DBs) etc. that you manage and share with other users

• Establish a sole location with restricted access permissions for the shared DBs (do not make multiple copies on different PCs or different fi les on the server)

• If you need to have registers or fi les with personal data on your PC you should always have them accessible only with your user profi le

• Protect your PC with a screen saver with password

• Check with the administrator that back-up copies are made correctly and regularly

• If you need to send or receive fi les you must use a safe protocol that guarantees safety and the confi dentiality of the data (eg. sFTP). Never use e-mail.

It may seem that these measures are obvious or they may seem strict but remember that it is all CREAL staff’s responsibility to ensure the securi-ty and confi dentiality of personal data that is used at the CREAL. This is a legal obligation under the Spanish Data Protection Act.

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12. Sustainability

CREALVerd /CREALgreenThe CREAL has a Green committee, which is called CrealVerd. It was created at the end of 2008 and is made up of volunteers who look out for sustainability at the CREAL and make propos-als for ways to save resources (energy, paper, wa-ter etc.), which are applicable to the workplace.

The group meets periodically to develop green ide-as suggested by the members of the CREAL and to propose changes, this includes general chang-es and changes in personal habits. Some of their achievements include printing posters for confer-ences on recycled paper and not photographic pa-

per, the confi guration by defect of all computers to print double sided and the paper shredder that can be found next to the photocopier. If you would like to join the group or make a sug-gestion to improve sustainability you can send a message to crealverd@creal.cat.

The CREAL recycles paper, plastic and batteries. At the CREAL you will fi nd cardboard boxes for re-cycling paper, these are emptied periodically. You will also fi nd a container for batteries for recycling and another for printer toners in the photocopy room at the IMIM in front of the IMIM Communi-cations Department.

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13. Leisure Activities

Party CommitteeThere is a party committee that organises all the annual parties such as Christmas, Carnival, Sant Jordi (Saint George’s Day) or the Castanyada (Chestnut Festival). If you would like to join this committee please contact Anna Schembari on aschembari@creal.cat.

CREAL Beach Volley TeamEach spring the PRBB organises a beach volley tournament. The CREAL has its own team.Teams must have a minimum of ten players reg-istered. It is a mixed championship and of the six players that must be on the court for each match, there must be a minimum of two girls and two boys. There is a small charge for registering with a team.

To sign up contact Mireia Gascón (mgascon@cre-al.cat or on extension 73 53).

Football TeamThe CREAL has a football team that trains every Thursday from 14.00 to 15.00 on the pitch below the PRBB building. The cost for each individual is 60Ð per year and this can vary from year to year or in proportion of time not played during the whole period.

If you would like to sign up you should contact Joan Forns (jforns@creal.cat) or on extension 7311.

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A. THE CREAL PREMISESThe CREAL occupies two areas in the PRBB: 751m2 on the fi rst fl oor, this includes a meet-ing room for 15 people; and 227m2 on the ground fl oor, which includes the “work room” and a meeting room for 8 people.

B. PRBB AUDITORIUMThe PRBB has an auditorium with a capacity of 250 and with technical facilities for scientifi c con-ferences. There are internal and external rates for using it (see the PRBB web).

C. MEETING ROOMSIn the CREAL-IMIM areas of the PRBB there are a total of 7 areas equipped for seminars or meet-ings. To maximise the effi ciency of their use and maintenance, please make reservations through the intranet: http://intranet.imim.es/login/loginTo know the exact location and capacity of these areas you can consult the List of Room Reserva-tions (Llistat de reserva de sales) in the Commu-nications section of the IMIM intranet.You can also reserve spaces from other centres in the PRBB. To do this please consult the docu-ment you will fi nd on the U drive at U\\CREALGE-NERAL\Sales i Seminaris edifi ci PRBB.It is possible to organise meetings in the PRBB restaurant outside peak times.

D. QUESTIONNAIRE ROOM Out of respect for your colleagues, when you have to carry out telephone questionnaires, or a large number of calls to participants in a CREAL study, please make calls from the FIMIM (IMIM Founda-tion) Questionnaire Room on the fi rst fl oor. This room has two work stations which need to be reserved before you use them. To fi nd out more about this room and how to make reservations please contact 6IMIM Scientifi c Technical Servic-es-Questionnaire Room.

E. WORK ROOMOn the ground fl oor of the building, within the CREAL areas there is a work room. This room is not a laboratory so it does not have an air extrac-tor but it can be used by technicians to do some basic handling and heavier tasks such as fi lter-ing, centrifuging or aliquotting of biological sam-ples or other simple procedures such as washing material or preparing for fi eld work. In this room you will fi nd shared materials such as Pasteur pi-pettes, a centrifuge and a precision balance.To reserve this room there is a calendar in the room itself, where you should write down the hours you need. As this is a shared facility it is im-portant to leave the room clean and neat as when you fi nish work.

F. STORAGE AND TRANSPORT OF SAMPLESThe CREAL has two spaces ceded by the IMIM for storing biological samples (blood, urine etc.) and environmental samples (water, air etc.) at 4°C, -20°C and -80°C. There are also containers of liquid nitrogen. These areas are on the fi rst fl oor of the IMIM.To be allocated space you should complete the form you will fi nd on the IMIM intranet (SCT/cryo-preservation – Questionnaire for cryopreservation projects)(SCT/Criopreservació - Qüestionari per a projectes de Criopreservació) and send it to Sci-entifi c Technical Services: Núria Somoza (on nso-moza@imim.es or extension 1699) with informa-tion about the approximate quantity of samples you expect to receive and the period of arrival. You should also copy Lourdes Arjona (larjona@creal.cat) and Joana Porcel (jporcel@creal.cat, who you can also contact with any queries.Regarding shipments of biological samples you should follow the instructions in the Guide: Rules for Transporting Infectious Substances (Guia so-bre la Reglamentació Relativa al Transport de Substàncies Infeccioses) which you will fi nd on U\\CREAL GENERAL.

14. Facilities

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G. PHOTOGRAPHIC CAMERAIf you need to take photographs for your work the CREAL has a camera; to make reservations you should write a mail to the Anna Sillero at asillero@creal.cat.

H. CREAL COMMON ROOMThe CREAL has an area available where you will fi nd a Nespresso coffee machine, a microwave, mineral water and a fridge for use by employees.Coffee Machine: Each employee must pay for his or her own capsules. From time to time you will receive an email asking for your order so they can be purchased centrally; Iolanda Molina (extension 7350) is responsible for taking care of this. You can contact her when you arrive to buy capsules.

Milk, water and sugar are provided by the CREAL.Microwave: the microwave is for heating milk or coffee but never for heating food (tupper-wares etc). To do this you should use the microwaves in the PRBB restaurant on the fi rst fl oor.Fridge: You can use the fridge when you like. Be careful to use it properly and do not leave food to go off inside.There are cleaning rotas for these shared facili-ties. You can fi nd the list on the door of the coffee machine cupboard.

I. PRBB CAFETERIA/ RESTAURANTThe PRBB building has a cafeteria where, as well as a restaurant service, you can fi nd microwave ovens for heating food brought from home and a sink for washing up.

HoursWorking days Monday to Friday 08.00 to 19.00

At the moment outside these hours the area is closed, although it is planned to open the area

until 21.00 with a vending machine service.The restaurant has a daily set lunch at a reasona-ble price. You can consult the menu on the PRBB web ( www.prbb.org).There are currently vending machines in the hall area on each fl oor and in the cafeteria. The hall areas should not be used for the consumption of food or drink.

J. CAR PARKCarsIn the basement there is a public car park with a limited number of spaces with direct access to the PRBB. To know about their availability and the internal conditions of use you should contact Samuel Espinal, Human Resources, (sespinal@creal.cat; ext. 7351).

BicyclesThe car park in the PRBB building also has park-ing spaces for hire for bicycles. Outside the pre-cinct there are public spaces (without superinten-dent) in C. Trelawny, C. Doctor Aiguader and Plaça Darwin. Folding bicycles can be brought into the building as long as they are folded when they reach reception. Inside the building bicycles can-not be unfolded and they must not be left in places where they get in the way or cause nuisance.

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A. MAINTENANCE REQUESTSAny incident or request for maintenance of of-fi ce equipment should be made through the IMIM intranet to General Services/incidents (Serveis Generals/Comunicació d’incidències).

B. PURCHASINGThe CREAL contracts the IMIM Purchasing ser-vice. All purchases and quotes must be dealt with through the Purchasing Department. If you need to use this service, please address your que-ry to the corresponding purchasing offi cer, who will explain the procedure.

C. OFFICE EQUIPMENTIn the entrance corridor of the CREAL you will fi nd cupboards with the general offi ce material (pens, paper, envelopes etc.). If you take the last but one of any item, please send an e-mail to Iolanda Mo-lina so she can put in a new order and replenish the material. If you need something that is not in the cupboards you should also request it from Iolanda Molina by e-mail (imolina@creal.cat ).Please be aware that this material is for general use in the CREAL. If you need large quantities, for use on a specifi c project you should put in a separate order for the material you need charged to the project in question.

D. POSTAL SERVICEOutgoing mail should be deposited in the three trays that you will fi nd on top of the materials cup-boards. There are trays for internal mail for the CREAL ground fl oor and fi rst fl oor, internal mail for other PRBB institutions and external mail.

Outgoing:Outgoing mail should be put in the trays on the material cupboards. There are trays for internal mail between the CREAL ground fl oor and fi rst fl oor, internal mail for other PRBB institutions and external mail.

• Internal Mail – the CREAL has an internal mail service between the following organizations: CREAL, IMIM, UPF, GRIB, CRG and the Hospital del Mar.

• External Mail – Contracting a courier service is charged to the IMIM-CREAL reception. You must supply a program number to send materi-als. The hours for requesting couriers are until 15.00 for international deliveries and until 17.00 for national deliveries and requests should be made through the IMIM intranet to Communi-cation/Couriers (Comunicació/Missatgers). Ex-ternal mail leaves every day at 08.30 and usually arrives at 14.00 p.m.

IncomingThe pigeonholes for picking up incoming mail every day are in the main corridor of the CREAL.

E. PHOTOCOPIER AND SCANNERThe CREAL has a photocopier in the corridor be-tween rooms B and C. The code is 7777#.The scanner is next to the photocopier. To use it for the fi rst time you should contact IT Depart-ment (Paco Fernández pfernandez@creal.cat or ext. 73 20//Manel Rodríguez: mrodriguez@creal.cat or ext. 7356).In the same place there are binding machines for

15. Services

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use by all CREAL personnel.If you need any help with any of this equipment, please ask the administrative assistant for your project/group.

F. SCIENTIFIC POSTERSThe CREAL uses the company Postermèdic to produce all the scientifi c posters at the CREAL so that they are all designed in a consistent style.

The procedure for making a poster is as follows:

Go to the CREAL web “Publications” section and click on “Scientifi c Posters”

+ A login box will appear and you should enter - Username: Creal- Password: Creal777

Go to the Postermèdic webpage and you should click on “Poster request” (petició de pòster) and you will be asked for the data and contents of the poster

Delivery time is a minimum of 15 days and they are all delivered to Gemma Punyet (gpunyet@creal.cat or ext. 73 80).

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A. SITE AND ENTRANCES EntrancesThe main entrance of the PRBB is on C. Doctor Aiguader, 88 although there is also an entrance via the Plaça Darwin. Entry is permitted via an elec-tronic card, which functions when it is held up to the turnstiles at in the main entrance to the building.To receive a card you should ask the appropriate administrative assistant. When the card is ready you will be advised by e-mail so you can go to the main reception of the building to pick it up.

Video SurveillanceThe building is equipped with a system of video surveillance with various cameras in corridors, stairways and common areas. Their use is exclu-sively to guarantee the safety of people using the building and the fi le containing the images is the responsibility of the PRBB.

HoursThe IMIM-CREAL reception (1st Floor) opens on working days 08.00 to 20.00. The PRBB main re-ception (ground fl oor) is open 08.00 to 21.00 and on Saturdays 08.00 to 14.00.

Outside the reception hours, security staff carry out identifi cation and control of access to the en-trance to the building. You can get in by ringing the bell beside the entrance doors onto the street and if the security personnel are not at the recep-tion at that moment you can call the mobile phone number: 637 84 71 27.

Access from the Plaça Darwin to the internal square is from 08.00 to 20.00.

The entrance from PRBB- Hospital del Mar is open 09.00 to 18.00.

How to get HereThe Centre for Research in Environmental Epi-demiology (CREAL) is in 88 C. Doctor Aiguader,

on the fi rst fl oor of the Barcelona Biomedical Research Park (PRBB) next to the Barcelona sea front, between the Hospital del Mar and the Olym-pic Village (Vila Olímpica). The PRBB is an ellipti-cal building.To reach the centre you can use various forms of transport. For more information consult the Bar-celona Transport Company’s webpage on: Trans-ports Metropolitans de Barcelona:

Metro L-4 (Yellow line)

• Ciutadella/Vila Olímpica Station (Turn up c. Ra-mon Trias Fargas, walk a few meters towards the sea. You will see the Hotel Arts building on your left and the PRBB on your right.

• Barceloneta Station (You can see the PRBB building from the exit on the other side of the ring road (Ronda Litoral).

Buses

• 14: Bonanova-Vila Olímpica• 36: Plaça Congrés-Paral.lel• 41: Plaça Francesc Macià-Diagonal Mar• 45: Horta-Passeig Marítim• 57: Cornellà-Passeig Marítim• 59: Pg. Reina M. Cristina-Passeig Marítim• 71: Canyelles-Passeig Marítim• 92: Gràcia-Passeig Marítim• 157: Sant Joan Despí-Passeig Marítim• 10: Montbau-Passeig Marítim

All the buses that stop on the sea front will leave you in front of the Hospital del Mar (next to the PRBB building).The end of the line for the number 14 is on Pas-seig Circumval·lació, next to the metro stop (Yel-low line, Ciutadella-Vila Olímpica Station).The number 41 will bring you close to the PRBB but you should get off at Avenue Icaria between

16. Other Information of Interest

L4

27

INDUCTION MANUAL

the streets Joan Miró and Marina.baixar a la primera parada que hi ha a l’Av. Icària, entre els carrers Joan Miró i Marina.

TRAM BESÒS (T4 Line):

Vila Olímpica stop

From the airport or from south of BarcelonaFollow the ring road coastal section (Ronda del Litoral) in the Besòs direction. Take exit 22 (Bar-celoneta-Hospital del Mar-Vila Olímpica) you will see the PRBB building on your right.

From the north of BarcelonaFrom the ring road upper section (Ronda de Dalt) or from the A-19 you should take the Ring Road coastal section (Ronda del Litoral) in the Llobre-gat direction. Take exit 22 (Barceloneta-Pla de Palau-Via Laietana). Immediately on leaving the ring road you will see the PRBB building on the left. Continue on for about 150 m staying in the left hand lane. When you reach the França Sta-tion, at the fi rst traffi c light turn left and stay in the lane beside the ring road (“Lateral”) until you reach the PRBB building (be careful when you turn at the light not to take the entrance back onto the ring road).

Sustainable Means of TransportFor websites with information about routes (with route maps and times) for getting around on foot or by bicycle• Viabicing• Google transit Barcelona

B. BASIC USE OF THE TELEPHONESFrom any telephone in the CREAL you can make local and national calls. Only some phones permit international calls.

Below are the basic functions of the telephone:

• For outside calls dial 0• Main reception of the building 1000• Transfer calls for internal calls *21*Extension#• Cancel call Transfer for internal calls #21#• Transfer calls for external calls *22#0 external

number#• Cancel call transfer for external calls” #22#

There is also a message service:• to activate message service make a transfer to

extension 2999 *21*2999#• to de-activate message service #21#• to listen to your messages: From your own phone dial 2999 (default code is

your extension number) From outside: 93 3160050 Via internet: http://bustia.prbb.org Username: password (your extension by default) Password: extension

This allows you to change the password and send voicemail as attachments in e-mail.

All queries should be addressed to: tic@prbb.org

C. USEFUL NUMBERS

• CREAL Reception 7300• IMIM Reception 1400• PRBB Building Main Reception 1000• Security 1020 / 637 84 71 27• UPF Reception 1900• CRG Reception 1100• PRBB Reception (4th Floor) 1016• CMRB Reception 1300• IAT Reception 93 224 06 99

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D. VISITORSAll visitors must report to the Main Reception and identify themselves. They will be issued with a visitor’s card. For meetings, where many people from outside the CREAL are attending, the recep-tion should be informed before-hand by e-mail to speed up the process (recepció@prbb.org / recep-ció@imim.es). Please consult your administrative assistant.

E. OTHER PRBB CENTRESThe Barcelona Biomedical Park Project (PRBB) includes several institutions and independent re-search centres, all focussed on different aspects of biomedical research.

IMIM Hospital del Mar Research Institute“We take a practical approach to connecting basic research and the reality of healthcare of the uni-versity hospital.”

Department of Experimental and Health Scienc-es of the Pompeu Fabra University (CEX-UPF)“We invest in the training of future high level sci-entists and we offer an interdisciplinary doctoral program in English.”

Centre for Genomic Regulation (CRG)“Our challenge is to understand the genomic basis of disease to be able to improve our quality of life.“

Center of Regenerative Medicine of Barcelona (CMRB) “We aim to understand the basic mechanisms of initial embryonic development to fi nd applications for the treatment of degenerative disease.” The Institute of Advanced Technologies (IAT/CRC)“We offer PET and cellular imaging technologies to observe biochemical processes in vivo for the purposes of basic medical research.”

Barcelona MAR Health Park“We aim to become the only Health Park in Barce-lona with a global perspective, with a unique style and facilities to promote the vertical and transver-sal integration needed by Health Centres, Univer-sities, Schools and Research Institutes.”

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