The Gender Equality Plan for the period 2024-2027 is based on a participatory ecosystem that has been woven during the previous plan, and is structured in 5 thematic blocks on which we will work to advance in the elimination of the gender gap in our center and our environment.
In May 2018 a Gender Equality Committee was launched with the mission of securing a gender-bias free working environment at nanoGUNE (see GEC Founding Document). A few months later, an internal diagnosis was carried out in the framework of the RI-PEERS EU project – Pilot experiences for improving gender equality in research organisations, in which nanoGUNE participates. This diagnosis served as a basis for the development of a first Gender-Equality Plan to be implemented in the period 2019-2022.
NanoGUNE's 1st Gender Equality Plan had a total of 5 key areas, 10 objectives, and 39 actions.
The GEP had a duration of 4 years. This first plan was then extended to 2023.
The key area of Work-life balance is focused on the creation of a working environment where the integration of the work and private life are possible.
MEETINGS SCHEDULE
NanoGUNE recognizes that some employees, for work-life balance reasons, may be unable to attend meetings if they take place too early or too late in the day. Hence, meetings will generally be scheduled during core hours, from 9am to 5pm. Meetings outside core hours could be arranged, but the schedule for those meetings needs to be agreed by all participants
In June 2020 we published CIC nanoGUNE's gender inclusive communication guide for a non-sexist use of language, images and messages. This action was developed within nanoGUNE's GEP for 2019 - 2022.
This program is scheduled to take place every two years, so if you are interested in participating you should take into account that we will not offer this option every year.
1st edition: 2022 - 2023
2nd edition: 2024-2025
Several nanoGUNE PhD researchers participated in previous editions with more than satisfactory results. They had the opportunity to meet and discuss with former nanoGUNE female researchers, to whom we are extremely grateful. All agreed that it was a very positive experience which allowed them to address everyday work-life issues as well as concerns about the future from a complementary and enriching point of view.
Coordinator: Itziar Otegui, GEP coordinator and Outreach Manager.
Distribution lists are used to send emails to a group of mail recipients that are addressed as a single recipient. Regarding the phone extensions, here you can find the nanoGUNE laboratory phone extensions, for personnel contact information please consult the "personnel in nanoGUNE" employees directory.
These operating instructions describe your handset and its functions on your communications system.
All functions that can be performed via your handset are described here. If some of the required functions are not available on your handset, it may be due to one of the following:
The function is not configured for you or your handset - please contact your system administrator.
Your communications platform does not feature this function - please contact your Unify contract partner to upgrade.
Contents
Safety notes
Operating instructions
Overview of handset
Description of controls
Putting handset into operation
Setting up the handset
Making calls - the basic functions
Making calls - enhanced functions
Conducting calls - with multiple users
Group functions
Message functions
Additional functions
Telephone blocking
System functions
Overview of handset
Forwarding calls
For detailed information download the document below.
This help desk and asset management software will provide our IT service an integrated console to monitor and maintain the assets and IT requests generated from the users of the IT resources in nanoGUNE.
As part of nanoGUNE IT security policy apassword system is set up. This system is a set of rules designed to enhance computer security by encouraging users to employ strong passwords and use them properly. Therefore, it is required to reset your domain password every 6 months and for that purpose a reminder service has been created.
Please, follow the next steps to enrol in the reminder service and reset your password:
NanoGUNE is committed to the society and one of its aims is to spread the scientific culture in order to inspire a critical society, capable of building a future in a sustainable and intelligent manner. Moreover, nanoGUNE is committed to work consciously and systematically on the issue of gender equality, and is currently implementing the actions designed in its first Gender Equality Plan (GEP).
Equality is a cross-cutting issue that must be worked from many different fields and should be addressed from different perspectives: one of them is the communication. Therefore, one of the actions to be taken in this framework is the organization of a training session about “Inclusive and gender sensitive communication”. The main objective of this practical training is to reflect about our ways of communicating and sharing various strategies and tools to make communication more inclusive. The training is open to everyone at nanoGUNE, and it is specially recommended for administration and management staff.
Training on transversal skills plays an important role in the professional development of researchers. The Business Culture Training Program is conceived to broaden the transversal skills of our researchers so that they can be great professionals both in academia and in the business and industrial environment. The program includes the following activities:
Bridging the Gap: Moving from Academic Research to Industrial Innovation
Catalyzing Innovation: Support for Start-ups and Graphenea’s Journey
60’ Spotlight: Pitch Your Posterand Hook Your Audience [Registration required]
All nanoGUNE researchers can join the seminars. However, for the poster coaching sessions, priority will be given to PhD students of first and second year.
BRIDGING THE GAP: MOVING FROM ACADEMIC RESEARCH TO INDUSTRIAL INNOVATION
November 19, 2024
This session addresses one of the main challenges for scientists: how to translate their skills and expertise from academia to the industrial sector. The goal of this session is to explore employment and career development opportunities in technology centers and industry.
Language of the seminar: English and Spanish
Schedule:
10:00 – Introduction
10:05 – Where can a scientist work? Opportunities in the Basque R&D&I ecosystem Speaker: Garbiñe Manterola (Knowledge Transfer Manager at BRTA)
10:25 – Preparing to work in a technology center: what are they looking for, and how can I build my profile? Case Study - Lortek: Javier Rivera and Josune Sarasola (HR at Lortek) – This presentation will be done in Spanish.
10:45 – Coffee Break
11:05 – From nanoGUNE to Industry: My Path to Becoming Business Development Manager at IKOR Connect Group Speaker: Nerea Ontoso (Alumni and Business Development Manager, IKOR)
11:25 – Professional career between technology centers, companies, and public administration Speaker: Garbiñe Manterola (Knowledge Transfer Manager at BRTA)
11:45 – Roundtable discussion with open questions
CATALYZING INNOVATION: SUPPORT FOR START-UPS AND GRAPHENEA'S JOURNEY
December 17, 2024
This session focuses on supporting and creating technology-based start-ups in the Basque Country, as well as how scientists can become successful entrepreneurs. The goal is to explore the local resources and programs available for start-ups, along with inspiring stories from those who have already embarked on this journey.
Language of the seminar: English
Schedule:
09:30 – Introduction The nanoGUNE technology transfer model, with a focus on identifying business opportunities and creating start-ups. Speaker: Ainara Garcia Gallastegui (CIC nanoGUNE)
10:05 – Basque Tek Ventures Program Speaker: Garbiñe Manterola (BRTA)
10:20 – Coffee Break
10:40 – Optec4life: first steps Speaker: Francesc Paris (Optec4Life CEO)
10:55 - The Graphenea Story Speaker: Jesús de la Fuente (CEO of Graphenea)
11:10 – Roundtable discussion with open questions
60’ SPOTLIGHT: PITCH YOUR POSTER AND HOOK YOUR AUDIENCE
As part of the Anniversary Workshop taking place in January, nanoGUNE is organizing a special session to help researchers enhance their communication skills through a poster pitch. In reality, the poster session will be only the final objective of this activity, for the preparation of which specific training has been organized with two face-to-face group preparation sessions and an individualized online session for each participant.
This activity not only allows participants to effectively present their research, but also gives them the chance to develop crucial communication skills for any professional setting.
Priority will be given to 1st and 2nd year predoctoral researchers (registered at a PhD program in 2023 and 2024).
Registration: researchers interested in participating are all invited to fill in the form below.
NanoGUNE, and the Donostia International Physics Center (DIPC) are jointly offering Spanish and Basque courses for (i) nanoGUNE, and DIPC employees and (ii) guest researchers staying for more than 6 months, under the following conditions:
Classes are PRESENTIAL and are held in the seminar room.
Classes are free of charge with the exception of the course-book, which shall be bought by the attendants, according to the instructions given by the teacher.
New students could join following these registration dates and conditions:
2024-2025 academic course registration deadlines:
1st REGISTRATION
2nd REGISTRATION
3rd REGISTRATION
September 1 to 15
January 8 to 31 *
April 1 to 30 *
* (Students are required to have the appropriate level).
A minimum of 75% of attendance is required in order to continue with the classes. An attendance follow-up will be done monthly. Students not complying with the minimum monthly attendance, with no justifications, will be withdrawn from the course.
In order to join the courses:
The “Course participation agreement” should be filled.
The correspondent language level test should be completed.
The Innovation Management System in place at nanoGUNE requires to request and evaluate the appropriateness of each training activity. For this purpose, you must fill the form below and submit it to the Finance Director for approval.
Citizens of a Member State of the European Union who are going to live in Spain for a period exceeding three months are required to apply for registration in the Central Registry of Foreigners. The certificate states the personal data of the person, nationality, address, NIE (number of identification) and date of issue. It does not have any expiration.
A TIE - a Tarjeta de Identidad de Extranjero or Foreigner’s Identity card - is an identity card that acts as proof of your permission to reside in Spain. It contains your NIE, personal details, fingerprint and date the card (and your residency) expires. It will be your principal form of ID during your stay in Spain.
Who needs a TIE?
If you need a visa to stay in Spain, you need a TIE. Officially, you need to apply for your TIE within 30 days of your arrival in Spain - however, the waiting time for an appointment is usually more than this. As long as you book your appointment within these 30 days, it’s okay.
A NIE - a Número de Identidad Extranjero or Foreigner’s Identity Number - is a tax number given to all non-Spanish citizens who need to carry out any procedures with the Spanish government, e.g. study, work, buy a property, or open a bank account in Spain.
Who needs a NIE?
You need a NIE if you are a non-Spanish citizen and:
You are staying in Spain for over 90 days or
You are staying less than 90 days but wish to work, open a bank account, pay taxes etc. during these 90 days
Non-European nationals are automatically assigned a NIE when the residence and work permit is issued.
When registering your contract at nanoGUNE, a Social Security affiliation number will be assigned to you. This number might be useful for other administrative procedures during your registration at a health care center.
The Social Security is made up of a series of public organizations directed at guaranteeing Spanish citizens and foreigners residing in our country with economic assistance and/or health care. The contribution to the maintenance of the system is done by both the employer and the worker, the later by way of an obligatory retention in the wages. This contribution to the maintenance of the Social-Security system, with a monthly maximum base, is oriented to cover common contingencies (common illnesses and professional illnesses/ailments, retirement, maternity, and high-risk pregnancies), professional training, and unemployment.
For more information about this matter please see the link below.
The evolution of the public pension systems of the EU member countries makes it difficult to make long-term forecasts on the situation and future amounts of retirement pensions.
Currently, the granting of retirement pensions for people who have worked in two or more States of the European Union is determined by the content of Community Regulations (EEC) 1408/71, (EC) No 987/2009, and (EC) No 883/2004 on the coordination of social security systems.
These Community Regulations are applied for the coordination of the Social Security systems of the Member States of the European Union and with the States that are part of the European Economic Area. The free movement of workers in the European Union guarantees that social security contributions made in member countries are not lost.
The National Tax Administration (www.agenciatributaria.es) is the organization of the Spanish Administration in charge of managing the tax and duty system.
Its main functions are the management, inspection and collection of state taxes such as IRPF (income tax), VAT, Corporate Taxes, Excise Taxes, and customs management.
The Basque Country is an Autonomous Community (Basque Autonomous Community), which is endowed with legislative autonomy and executive competence, as well as the power to administer itself by means of its own representatives. The Basque Country has its own tax system, as we will see below.
Gipuzkoa Provincial Council tax system
The so-called Economic Agreement dictates the Basque Country’s own tax system, which has autonomy in the drafting of rules and the managing of taxes. This autonomy is bestowed to each province, Bizkaia, Gipuzkoa, and Araba.
Taxable residents in Gipuzkoa (one is considered resident if he/she lives more than half of the year in a specific place) are obliged to present their tax declarations at the Tax Department of the Gipuzkoa Provincial Council.
The Tax Department of the Gipuzkoa Provincial Council typically announces the details for the income tax and wealth tax declarations in early March each year.
The declaration of the income tax can be settled as follows, typically from mid-April to end of June each year:
On-line acceptance of the proposal for the settlement of taxes, issued randomly by the tax authorities. In case you do not receive the proposal you can check whether you are obliged to present an income tax declaration at http://www4.gipuzkoa.net/OgasunaNet/renta/cuestionario/2008/defaultc.asp.
The declaration of the wealth tax can be settled on-line through Zergabidea, typically from mid-April to end of June each year.
On-line declarations need special credentials called ‘firma B@kQ’. You can obtain them at any tax office by the only presentation of the original of your ID/NIE card. More info at https://egoitza.gipuzkoa.eus/es/b-kq.
The 10T form will distributed to all employees in the first quarter of each year. This form contains a summary of the annual gross salary, work income taxes, and social security deductions.
According with the tax regime approved by the Provincial Council of Gipuzkoa (NF 3/2014 and DF 33/2014), if you have not been resident in Spain for a period of 5 years prior to joining nanoGUNE, you would be eligible for a tax exemption since the year you become resident in Gipuzkoa (meaning that you live more than 183 days per year in Gipuzkoa) for a total of 6 years - the year you become resident plus 5 years) equal to the 30% of your annual gross salary, which means that you would only pay taxes on 70% of your annual gross salary.
In addition to this, you might deduct on your taxes your relocation expenses, some travel costs, school costs, and rental expenses (as long as they can be justified with documentation) up to a maximum of 20% of your annual gross salary. If applicable, you might also enjoy a tax exemption on your assets located abroad.
This is an optional regime to be requested, if the requirements are met, within the tax payment period.
For more details, please refer to the links below.
Special regime for non-residents (European Union residents)
According with the tax regulations approved by the Provincial Council of Gipuzkoa (NF 16/2014 and DF 11/2016), taxpayers who are not tax residents in Gipuzkoa (meaning that you live less than 183 days per year in Gipuzkoa), and who are also residents in another Member State of the European Union, may request to the tax office to calculate their income tax return as if they were tax residents in Gipuzkoa.
If the result of this calculation is lower than the total amount paid during the period by the taxpayer as non-resident (19% deducted from the salary paid by the employer), the taxpayers might request the return of the excess paid.
This is an optional regime to be requested, if the requirements are met, within the tax payment period.
For more details, please refer to the links below.
The town hall registration or empadronamiento, also known as the Padrón Municipal de Habitantes, is a municipal register or census record, similar to an electoral roll. To register on the padrón is to "empadronarse". Registering on the padrón places a resident of a town on the list of local inhabitants.
Registration with the Padrón Municipal de Habitantes is obligatory for anyone moving to Spain, and planning to live here for more than 6 months out of the year. Residents may register individually or as a family.
When a Certificado de Empadronamiento is needed:
The Certificado de Empadronamiento may be required to achieve the following:
Buy or sell a car
Register a child in school
Apply for the NIE (Numero de Identification de Extranjeros)
In order to guarantee an efficient maintenance of the building and its facilities, as soon as we detect an anomaly we must inform the Facilities Manager, Gorka Arregui, as follows:
Access MantTest tool (link below) (accessible only from inside nanoGUNE or with VPN from outside nanoGUNE). Login as ‘requester’ entering your name and email address.
Once you are logged in, the ‘requester’ field is automatically filled. Mandatory fields to be filled are ‘Issue’ and ‘Zone’ (always select CIC nanoGUNE). Additional description will be always welcome.
Press the save icon to generate the request and continue at this prompt.
The request will be automatically generated and our department informed. The requester will receive an email from maintenance@nanogune.eu in case the process is updated
Select the laboratory or equipment you want to have access to.
Press the “Request access” button.
Laboratories.
Equipment:
The laboratory or equipment access request will be launched.
If the equipment is located in a laboratory where you do not have access, the process to request access for that laboratory will be launched automatically, and once this access is authorized, the equipment request access will be launched:
As soon as the Group Leader (GL), Laboratory Owner and Laboratory Trainer (if it is needed) have approved the laboratory or equipment access request, the Facilities Manager will update the user’s key once the nanoGUNE user has read and accepted all the risks linked to the laboratory. The user will be able to read and accept the risks that will appear in a pop-up window as soon as they access to nanoPeople.
The user will received an email with an authorization notification.
The authorized column data of the laboratory or equipment will be changed from No to Yes.
The laboratory or equipment validity date (term) will be completed.
The user must update the key in any of the online readers (i.e. at the entrance revolving door or the garage)
If any laboratory or equipment access request is rejected, the user will receive an email with the corresponding feedback from the person who refused it.
CIC nanoGUNE is committed to enabling our Postdoctoral Researchers to achieve the best possible record in research as well as developing science & industry soft skills. Therefore, we offer a Career Advisory Program, that is open to all Postdoctoral Researchers that are interested in receiving career advice and guidance by nanoGUNE Senior Scientists during their stay at nanoGUNE.
Formally, the postdoctoral Career Advisory Program is structured as a series of nanoPeople tasks. The Postdoctoral Researcher will be informed about this program on his/her day one at nanoGUNE and he/she will receive the following task in nanoPeople to sign up: “01. Participation decision and filling of the Individual Professional Development Form”, in which each Postdoctoral Researcher can decide on their participation, once he/she has made this decision. The fields under "Describe your capabilities" and "Professional development expectations" are not compulsory. Fill out the fields that you want to fill out.
In addition, Postdoctoral Researchers that initially rejected participation can sign up to the program at any time by emailing the Admin&HR Assistant, Laura Benedetti (l.benedetti@nanogune.eu).
The completion of this 01.task will activate the Career Advisory Program, that involves the Postdoctoral Researcher and the Career Advisor(s). In addition, as part of this first task, the Postdoctoral Researcher will complete the Individual Professional Development Form. This form will supply relevant information about his/her capabilities and professional development expectations, which will be useful for the professional development discussion that will be carried out subsequently with his/her Career Advisor(s).
The building is accessible to all nanoGUNE personnel 24 hours per day, every day of the year.
Parking is allowed on the -1 and -2 floors of the garage.
The electronic key is personal and non-transferable. The key needs to be shown when entering the building either at the entrance-doors readers or at the reception reader. The key must be also shown when leaving the building.
The building is equipped with safety alarms, technical alarms and remote surveillance of cameras, all operated by the Security Control Center of the UPV/EHU. These are the key features of the available Security Profiles:
Hints for SP3:
a) This profile requires a call to the control center for identification (name and surname) for the reader to be enabled.
Once confirmed, show the key and the door should open.
b) Only authorized people with a key can access the building. Authorization should be requested from the Facilities Manager at least 24 hours in advance.
c) Visitors without a personal electronic key may be authorized to enter and leave the building, but only if they are accompanied by a nanoGUNE employee. This information should also be provided to the Facilities Manager 24 hours in advance.
Remote opening of the rotatory door (main entrance door).
Key Return
There is a key return box at the main entrance door where you should leave your key at the end of your staying at nanoGUNE. The key must be shown on the leaving reader and the key placed in the box.
The tables and kitchen worktop must be always kept clean and tidy, free of tableware, tuppers and food.
Plate drainers are available for tableware but not for tuppers, which should be taken home.
The use of covers in the microwaves is compulsory.
The kitchen cabinets could be used to store personal tableware as well as food products, only if this is inside a box and remains properly labeled with the owner´s name on it.
It is forbidden to take nanoGUNE cutlery out of the kitchen.
Every labor-Monday morning the fridges will be emptied and cleaned, the worktop cleared and the drawers reviewed.
The cleaning service is authorized to remove and through to the bin any item from the fridges, worktop and cabinets not complying with these rules.
NanoGUNE will assure a basic cleaning kit including soap and drying paper.
These rules aim to promote a responsible use of the kitchen, based on the respect to the users and their right to find an agreeable, clean and tidy common space.
Rules valid during the covid-19 emergency situation and until further notice:
For security reasons, the green terrace will be accessible (through the automatic door only) during labor days from 8:00 to 16:45.
For the moment, a total of 7 tables and 7 chairs will be available. Each table, with a single chair assigned, cannot be occupied by more than one person. All tables/chairs should be located in the yellow spots, as shown in the picture, thus keeping a security distance among them.
The cleaners will not be responsible to clean and collect the furniture. Tables are foldable and chairs stackable. After use, please clean the table and pick up the table/chair to one corner, as shown in the picture. A basic cleaning kit, including soap and drying paper, will be available at the kitchen.
Smoking is not allowed.
These rules aim at promoting a responsible use of the terrace, based on the respect to the users and their right to find an agreeable, clean, and tidy common space.
The purpose of the purchase procedure PR01 is to define the process by which nanoGUNE purchases the products and services that are necessary for carrying out its activities, describing the implemented system so that the products and services to be acquired meet the specified purchase requirements, the processing of orders to suppliers, and the activities required for the verification of the products and services to be purchased.
This procedure applies to all purchases of products and/or services that nanoGUNE makes from external suppliers and that influence the quality of the R&D&I projects carried out at nanoGUNE, and also to the quality of the services provided by nanoGUNE to third parties.
For more information see documents and link below.
DO NOT ENTER THE CLEANROOM UNTIL YOU HAVE READ THIS DOCUMENT AND UNDERTAKEN THE BASIC TRAINING OF ENTRY. IF YOU NEED HELP UNDERSTANDING THESE INSTRUCTIONS PLEASE TALK TO THE CLEANROOM MANAGER.
DO NOT USE ANY EQUIPMENT UNTIL YOU HAVE BEEN TRAINED BY THE EQUIPMENT OWNER AND SIGNED OFF AS COMPETENT USER.
A cleanroom user must be trained before they are allowed into or operate any equipment in the cleanroom, the following is the basic procedure of how to gain access and training.
Contact the cleanroom manager tel: 4014 or email: r.gay@nanogune.eu for information on the cleanroom and organise for an entry training session, once you become a cleanroom user you will be added to the cleanroom users mailing list where all cleanroom related information will be circulated.
Decide which equipment you will require to use and contact the equipment owner to schedule training.
Read the equipment instructions which will be forwarded by the owners
You are only allowed to operate any piece of equipment once the equipment owner has qualified you. Unauthorised use of equipment can cause serious damage to very expensive tools and cause downtime and delay research projects.
Policies and Procedures Overview
Dress code: Shoe covers, Hair net, hood, gown, over shoes and gloves
Keep all hair and ears covered with hood
Never open you gown in the cleanroom
Cleanroom clothes must be washed on a weekly basis
You are not permitted to eat, chew gum or drink in the cleanroom
Smoking is not allowed in the cleanroom and do NOT smoke prior to entering the cleanroom
Do not bring any unnecessary items into the cleanroom
No cardboard, wood or non-cleanroom paper is permitted in the cleanroom
No pencils, erasers or retractable pens are permitted in the cleanroom
Mobile phones are not allowed in the cleanroom
nanoGUNE phones are allowed into the cleanroom but must be cleaned first
Use steady slow movements whilst working
Keep workplace clean – horizontal surfaces must be cleaned frequently
Ask for permission and clean any item before taking anything into or out of the cleanroom
No chemical or process shall be left unattended
Label containers with content, date, user name and contact details
All chemical will be used in the appropriate wetbench; acid in the acid hood, bases in the base hood and solvents in the solvent hood
Only authorised users may enter the cleanroom unescorted
Try not to work in the cleanroom alone
Visitor must be escorted by a cleanroom qualified personnel
Visitors must sign in/out in the visitors log sheet
Introduction
Cleanrooms are classified according to the number and size of particles permitted per volume of air Numbers such as "class 100" or "class 1000" refer to US FED STD 209E standard and denote the number of particles of size 0.5 μm or larger permitted per cubic foot of air therefore a class 100 area has less than 100 particles of more than 0.5 micron in size within a cubic foot of air. This level of cleanliness is necessary for the nanoGUNE cleanroom users to be able to successfully work at the nano-scale. To reach and maintain this level of cleanliness requires the users to observe some basic rules.
Basic Rules
The basic rules are intended to ensure the safety of the users, protect the equipment in the cleanroom and create an environment where the different research groups can work together. It is expected that the cleanroom users will police themselves and help each other to adhere to these policies.
Access to the cleanroom
The cleanroom access is controlled by the electronic key system deployed in the whole of nanoGUNE, this will be limited to users who have carried out the basic access training. Once the training has been undertaken the user will have to sign a form stating they have read and understood this document and then will have access to the cleanroom. The cleanroom is always open 24 hours a day, 7 days a week whilst nanoGUNE is open. Authorised users can enter the cleanroom at anytime however it is recommended they do not enter alone. The cleanroom is entered via the gowning area at the end of the corridor near the synthesis laboratory. There is an interlock system between the two doors of the gowning area to avoid both doors being open at the same time. When the light next to either of the doors is green it means it is possible to open, when one door is open the light near the other door will turn red and then you will not be able to open that door. Please note in an EMERGENCY there is an emergency release button under the lights that will disable the interlock system and both doors are able to open at the same time.
Working Alone
It is strongly recommended that nobody should work alone in the cleanroom, if possible there should be a minimum of two authorised users inside the cleanroom at anytime to ensure the safety of the users. A list of phone numbers is preprogrammed onto the cleanroom telephone in case of emergency.
Emergencies Procedure
If a RED or YELLOW warning light is flashing LEAVE THE CLEANROOM IMMEDIATELY VIA ONE OF THE EMERGENCY DOORS (See diagram on page 7) DO NOT TRY AND INVESTIGATE THE PROBLEM.
Bringing items into the cleanroom
There are many times when users will want to bring items into the cleanroom however this has to be controlled and things have to be clean to enter the cleanroom. Certain items such as cardboard, wood, non-cleanroom paper, pencils, erasers, retractable pens, and mobile phones are not permitted in the cleanroom. If you are not sure if you can take items into the cleanroom PLEASE ASK. When you know if an item can be taken into the cleanroom if possible use the pass through (this is limited by the size) first clean the item thoroughly with the IPA impregnated wipes which can be found on top of the pass through. If an item is too large for the pass through it should be entered through the grey area, cleaned initially in the corridor outside the gowning area, final cleaning in the gowning area then entered into the cleanroom via one of the doors to the ISO 7 (class 10000) areas.
Equipment Scheduling
There is an equipment scheduling system for cleanroom equipment and when a user has undertaken the required training and thus considered competent, the equipment can be booked through the Internet.
Visitors
PERMISSION IS NECESSARY. Whenever possible visitors should view the cleanroom from outside through the windows in the corridor. If a visitor has to enter the cleanroom they must request entry to the cleanroom manager and they must follow the same policies and procedures as an authorised user and must always be under the supervision of an authorised user and it is their responsibility to ensure that the visitor follows the policies and procedures.
General Procedures
Emergency exit doors are only for EMERGENCIES, there are two emergency door to the outside corridor and six emergency door to the grey area
You can enter the grey area from the cleanroom however CLOSE the doors behind you irrespective of how long you will be in the grey area
Under no circumstance enter the cleanroom from the grey area unless dressed in cleanroom clothing
Do not walk around unnecessarily, do not run and try and reduce the possibility of stirring up settled particles
Leave the equipment as you found it
Keep the wetbenches in a clean condition
NanoGUNE CLEANROOM
The nanoGUNE cleanroom is approximately 300m2 and consists of 4 areas.
The 4 areas are:
CR1 - Electron Beam Lithography Room – Yellow Light – ISO 5 & 6 (Class 100 & 1000)
CR2 - Photo Bay – Yellow Light – ISO 5 & 6 (Class 100 & 1000)
CR3 - Etching Bay – White Light – ISO 7 (Class 10000)
CR4 - Deposition Bay – White Light – ISO 7 (Class 10000)
Emergency Exits
CLEANROOM gowning procedure
Introduction
The dirtiest things in a cleanroom are the people who use it. People give off many particles from their skin, hair, clothing and breath. For this reason all cleanroom users must wear cleanroom garments to try and eliminate as much of the contamination given off by their bodies and clothing nanoGUNE has adopted the following gowning procedure for the cleanroom and it is important that everybody who enters the cleanroom carefully adheres to it.
General Rules
No woollen pullovers are allowed underneath the gowns, either leave these in the office or on the coat rack outside the cleanroom
Skirts and dresses are not cleanroom garment compatible
Make-up foundation and powder are not allowed in the cleanroom
Only flat or very low-heeled shoes may be worn
Cleanroom garments are only to be worn in the cleanroom except in emergencies
Whilst in the cleanroom keep your gloves away from your face. Oils from you face can be transferred from your face to your gloves then onto cleanroom equipment or the samples
Do not wear dirty street clothes under your cleanroom garments
Gowning Procedure
Place all coats, hats, woollen pullovers on the coat rack situated in the corridor outside the cleanroom entrance.
Remove excess dirt from the soles of your shoes
Use the shoe cleaner outside the cleanroom to remove any dirt from your shoes before putting on the disposable shoe covers, to start the shoe cleaner press the start button situated on the lower right section, the machine will stop automatically.
Put on shoe covers
Upon entry to the cleanroom gowning area place on the blue shoe covers that are to be found in the stainless steel box next to the entrance, put one shoe cover on whilst stepping onto the white tacky mat keeping the dirty shoe off the floor at all times then allow the door to close and then place on the other shoe cover before standing.
Select and inspect a cleanroom suit
Take a cleanroom suit and hood of your size from the rack in the gowning area.
Take care to keep the garment off the floor at all times and inspect it for any defects, tears or staining, the following sizes are available:
S (38) – M (40) – L (42) – L (44) – XL (46) – XXL (48)
Hair net and hood
The wearing of the hairnet is compulsory and has to cover your hair and ears, then place on the hood from your gown and fasten the hoods with the straps (the hoods are only one standard size).
Put on your cleanroom gown
Step into one gown leg keeping the other off the floor at all times, then step into the other leg. Pull on the upper half of the gown and place your arms in the sleeves then zip up the gown all the way to the top making sure the skirt of the hood is completely inside the suit.
Put on the overboots
First select your required overboots available sizes are 36/37 – 38/39 – 40/42 – 43/45 – 46/47.
To put on the overboots sit on the bench with your feet on the vinyl floor side of the bench. Put on one overboot and swing this foot over the bench onto the white tacky mat making sure the boot does not touch the vinyl floor, then put on the second boot and swing this leg over the bench to the white tacky mat and stand up. Make sure the overboot is outside the leg of the cleanroom suit. Overboots should never be worn in the gowning area expect for when you are standing on the white tacky mat.
Finally the cleanroom gloves
Take a pair of cleanroom gloves, pick them up from the cuff trying not to touch the outside of the glove and place it on one hand, using the gloved hand take another glove and place it on the other hand trying not to touch your skin with the gloved hand. Pull the cuff of the cleanroom gloves over the sleeve of the suit so no skin is showing and any particles that fall down the sleeve will be trapped in the suit or in the glove. Gloves need to be worn at all times.
Leaving the cleanroom
The procedure for de-gowning is to sit on the bench swing one leg over it and remove one of your overboots making sure it is removed on the vinyl side of the bench so any trapped particles will fall on the vinyl not the tacky mat, make sure your overboot does not touch the vinyl floor. Do the same with the other overboot. Place the overboot sole to sole and wrap then up together. Then you can walk into the gowning area to remove the rest of the items. Remove the cleanroom gown trying not to touch the floor with it, remove your hood and store all the items on a hanger. Leave the cleanroom gowning area and throw your hairnet, gloves and blue shoe covers in the bins provided.
In this step of the Invention disclosure implementation the authors must provide information about the invention and the technology, as well as a description of the problem to which it offers a solution.
The main guideline in this step is to provide as much detailed information as possible on the technology developed (descriptive information), the authors of the invention and their affiliations, the institution funding the research, existing collaboration and exploitation agreements for the project that has generated the invention, and publications and public disclosures of the results of the project that has generated the invention.
The disclosure form for the invention must be sent by email to the Tech Transfer Manager and the Director, according to the form below, within one week after the date on which the R&D results have been affected.
The purpose of the Intellectual Property regulation is to:
Establish the rules and procedures to protect the results derived from the research carried out by nanoGUNE personnel (as defined herein)
Motivate and encourage the research activity
For this purpose, “nanoGUNE personnel” shall be deemed to be not only the research personnel from the IKERBASQUE FOUNDATION posted at nanoGUNE, but also nanoGUNE’s own research personnel, as well as, in general, all those who carry out research or consulting activities for nanoGUNE, at its installations or outside them, and/or use the infrastructure and/or resources of nanoGUNE.
In addition, “results derived from research”, shall be deemed to be all the information, documentation, knowledge of a technical or scientific nature, technology, know-how, work methods, tests, trials, data, statistics, calculations, and, in general, ideas on creative and/or inventive results developed or obtained within the framework of the corresponding research, both in the case that they can be protected as intellectual property or trade secrets and in the case that they are not susceptible to such protection.
Finally, the term “intellectual property”, as used in the Intellectual Property regulation, shall be deemed to include, not only the intellectual property stricto sensu (i.e. “propiedad intellectual”), but also what is known in certain jurisdictions as industrial property (i.e. “propiedad industrial”).
The purpose of the Research Results Management in Confidential Projects regulation is to define a standard system based on protocols for the management of research results stemming from projects carried out by nanoGUNE researchers in which (i) the intellectual property belongs to the client and (ii) strict confidentiality conditions must be upheld.
The objectives pursued with the establishment of this Protocol are:
To implement appropriate security measures to protect the confidentiality of the information that the researcher may handle in the undertaking of planned research activities -- information that belongs to an entity not related with nanoGUNE (a private company, university, other research centre, etc.).
To keep a complete record of the centre's research activity.
To have key documented evidence of the researcher's role in the work carried out and nanoGUNE's ownership of said results.
To prove authorship of an invention and if applies, the ownership percentages to be applied thereto.
The purpose of the Project Management procedure is to establish guidelines for the comprehensive management of projects. Starting from a global repository of ideas, which is the primary source from which to generate project proposals, projects are first internally evaluated and if subsequently executed, are monitored until their closure and analysis of the achievement of the established objectives.
A business trip implies an absence of, at least, half a working day from nanoGUNE. Any business trip to attend business meetings, project meetings, scientific collaborations, or conferences must have the corresponding authorization. To obtain authorization, a request must be made through the option My calendar. The superior will receive an e-mail with the request information and will proceed the option ‘Calendar approve’. Applicants will receive an e-mail response with the authorization or rejection.
NanoGUNE will not assume any responsibility for those persons who may travel with nanoGUNE personnel. Travel expenses generated by companions will not, in any case, be paid or reimbursed by nanoGUNE.
Transport
Transport must be purchased through our travel agency, following the travel reservations procedure.
NanoGUNE personnel is required to use the most cost-effective form of transport.
All flights will be reserved in tourist class. Extra costs regarding more than one baggage facturation or seats choosing will not be reimbursed.
Trips home/airport/home will be done by public transportation or personal vehicle.
Use of taxi is not allowed and will not be reimbursed (unless previously authorized).
Commuting mileage (home-work-home) is excluded.
Rent Car: only if it is the cheapest way, and it is necessary to present Commission Service (to be included in the reimbursement)
Accomodation
Accommodation must be purchased through our travel agency, following the travel reservations procedure.
The hotels selected will not be of a category higher than the national equivalent of 3/4 stars. The expense limitations for accommodation shall include breakfast.
Meals
All expenditures for meals should be backed up by receipts (credit card receipts are not accepted). Amounts reimbursed per meal will be restricted to the meal allowance or the amount spent, whichever is less. Amounts reimbursed for two meals (lunch + dinner) will be restricted to the daily allowance or the amount spent, whichever is less.
When breakfast is not included in the accommodation cost, it will be reimbursed within the daily allowance as a meal.
In the case of conferences and workshops in which meals are included in the registration, meals will not be reimbursed.
Work meals with nanoGUNE personnel will require prior approval by the Director.
Others
The conference registration must be requested by e-mail to the secretary Alba Baile (a.baile@nanogune.eu). When accommodation for conference travel requires reservation through the conference organization, it will be done at the same time as the conference registration.
Sharing of tickets is not allowed and each one has to request his/her expenses individually. Therefore, each one has to present his/her own individual expenses tickets.
A) General rules for nanoGUNE personnel and guests
The request shall be made through the link below in accordance with the following instructions:
Select the travel linked with the request for reimbursement of expenses, unless the reimbursement has not a linked trip. The travel list is obtained from the authorized trips in your calendar.
Selected the project where the reimbursement will be charged. Please, contact the Projects Manager or the Assistant Manager in case the required project is not in the list.
Introduce each expense item. The system will automatically order the entries by date. Some clues:
Unless other exchange rate is justified, for foreign currency the official exchange rate published daily by the European Central Bank will apply.
If accommodation has not been booked through the agency, reimbursement can be requested with a justification and the corresponding receipt. If travelling with a companion, only the equivalent to a single room or a double room for individual use will be reimbursed.
All expenses must be supported by original receipts or other proof of purchase.
The doctorate fees could be reimbursed, with the exception of cost of translations and issuance of the title. The master fees will not be reimbursed.
Justify the link of the expenses with the selected project.
Press 'Save'. At this stage, the request can be modified at any time.
Upload the following documents:
a) boarding passes or other proof of travel, when this is the case;
b) supporting documents as agenda, attendance list, and minutes, in the case of project meetings;
c) tickets, duly numbered.
Press 'Save'. At this stage, the request can be modified at any time.
Press 'Submit'. At this stage, the request cannot be modified.
Original documents must be handed to one of the Secretaries along with a printed reimbursement of expenses.
Emails will be sent to confirm authorization (or rejection) by the project(s)' director, and validation for payment (at this stage you might be required to present more documentation and/or information).
NanoGUNE Alumni aims at connecting current and former nanoGUNE employees, creating a dynamic community able to share professional experiences and help each other on their corresponding professional paths.
You can now join the network and enjoy the following benefits:
Access to a worldwide network of contacts and a space for networking and collaboration, containing updated professional information.
Offer and search job opportunities among the network.
Exchange knowledge, professional experiences, and innovative ideas.
Participate in seminars and social activities for alumni.
Keep informed about the news of the community and share your own.
Enjoy a quick chat, to communicate individually with each alumni.
CIC nanoGUNE is committed to enabling our PhD students to achieve the best possible record in research as well as developing science & industry soft skills. With the goal of fostering a reflection about their activities at about the midpoint of their research work, PhD students are invited and encouraged to participate in the Mid-term program between months 15 and 20 of their PhD period.
Formally, the Mid-term program it is structured as a series of nanoPeople tasks. PhD students will be reminded of starting their Mid-term program during month 14 by receiving the following task in nanoPeople: “01.Interested in mid-term program?”, in which each PhD student decides on their participation.
The completion of this 01.task will activate the Mid-term update program that involves the PhD student, Career Advisor(s) and Discussion Partners, who are either Senior Scientists or Fellows at nanoGUNE. A PhD student, who rejects Mid-term program participation can still participate in the second portion of the Career Advisory Program, which starts with step 07., and at which point a PhD student can decide to participate in the 2nd phase of the Career Advisory Program or not.
(step 02. is a formal step, handled by nanoGUNE’s administration)
The mission of nanoGUNE's PhD committee is to support and assist nanoGUNE's PhD students during their career at nanoGUNE.
Specifically, the committee aims to:
Be involved in the decisions that may affect the working environment of the PhD students and get access to information concerning these decisions.
Transfer any problem (personal and/or collective) or request to the Direction in order to find a proper solution.
Duties
The PhD committee activities are oriented to:
Ease the communication between the Direction and the PhD students.
Manage internal requests regarding administrative tasks. Specially, create and update an instruction guide to succeed in the inscription to the PhD at the University, in the annual update, and in the submission of the PhD thesis. The documents will be accessible to the PhD community in a shared platform.
Organize and coordinate actions that involve the welfare of the PhD students: seminars, workshops, international exchanges, etc.
Membership and structure
Membership is open to all PhD students that are employees of nanoGUNE.
The committee must have at least 51% of participation of nanoGUNE's PhD students.
The committee relies on 2 representatives who are elected once a year. The actual representatives are: Carmen Martín Valderrama (c.martin@nanogune.eu) and Francisco Romero Lara (f.romero@nanogune.eu).
Committee meetings
Calls for the committee meetings will be announced by any of the representatives.
All members of the PhD community are encouraged to attend the meetings.
The committee will meet as many times as needed and will have at least biannual meetings with the Direction.
CIC nanoGUNE is committed to profiling our PhD students with the best record in research and in science & industry soft skills. To support this, the nanoGUNE PhD program incorporates training courses and a mid-term update to all PhD students pursuing their studies in our institute.
The purpose of this procedure is to define the methodology according to which nanoGUNE creates, identifies, shares, updates, controls and adequately protects all the documented information of its R & D & i Management System (IMS).
This procedure is applicable to the information necessary to guarantee the effectiveness of the R & D & I Management System, as well as to provide evidence of its performance; therefore the UNE 166002: 2014 Standard is contemplated, in addition to the determined by the Center itself.
Likewise, the documented information of external origin that nanoGUNE has determined necessary to operate the IMS will also be identified and controlled, according to the guidelines established in this procedure.
The purpose of this procedure is to define the methodology according to which nanoGUNE will carry out internal audits in order to ensure that the R&D&I management system is in accordance with the requirements that the organisation has established for its R&D&I management, including the requirements of the UNE 166.002:2014 standard, in addition to ensuring that the R&D&I management system is correctly implemented and is maintained in an effective way.
This procedure is applicable to the entire R&D&I management system defined and implemented in nanoGUNE, based on the scope specified in section 4.3 of the R&D&I Management Manual.
The aim of this procedure is to establish the system for the handling of Non-Conformities detected in relation to the performance of the R&D&I Management System, and also the method for the identification and approval of Preventive and Improvement Actions aimed at eliminating the root causes of the Non-Conformities, and to establish actions to improve the effectiveness and results of the R&D&I Management System.
This procedure applies to all Non-Conformities associated with the execution of the activities specified in the nanoGUNE R&D&I Management System, also including those relating to the provision of services to external clients.
An idea (IMS) is an initial form of a scientific/technical concept or application that could become (part of) a scientific or technical project (at nanoGUNE):
Open access is the practice of providing online access to scientific information that is free of charge to the user and is reusable. It is now widely recognised that making research results more accessible to all contributes to better and more efficient science, and to innovation in the public and private sectors. Open access to scientific information in research and innovation refers to 2 main categories:
peer-reviewed scientific publications (primarily research articles published in academic journals)
scientific research data: data underlying publications and/or other data (such as curated but unpublished datasets or raw data)
In the Horizon 2020 Programme (2014-2020) the open access deposit mandate was strengthened and extended to research data. In article 29.2 Open Access to scientific publications of the Grant Agreement it is establishedthat “Each beneficiary must ensure open access (free of charge, online access for any user) to all peer-reviewed scientific publications relating to its results”.
Depositing articles in an open access repository and is regulated at the national level by Law 14/2011, June 1, for Science, Technology and Innovation. RECOLECTA, or Collector of Open Science, is the national aggregator of open access repositories. All Spanish digital infrastructures in which research results are published and / or deposited in open access are grouped together on this platform.
Holidays, days off and paid leaves must be requested through nanoPEOPLE.
Research personnel, except laboratory technicians, will have 22 working days (from Monday to Friday) of holidays per year. They might have additional extra days off, with prior authorization.
Non-research personnel, including laboratory technicians, will have 22 working days (from Monday to Friday) of holidays per year, and a set number of 11 days off per year. These additional days off will be used preferably for Christmas, Easter, and long weekends.
The holidays and days-off must be taken within the calendar year.
Days off can be used to cover absences from work for family and/or domestic reasons.
Paid leaves can be used for paid vacations, as is established in the Workers Agreement, for the situations summarized below:
Fifteen calendar days upon marriage.
Sixteen weeks of parental leave for the birth of a child.
Five days for the death, accident, or serious illness, hospitalization or surgical intervention for relatives who are second degree blood or affinity family members.
One day to move to a new residence.
The time necessary to perform a personal or public inexcusable duty, including the right to vote. When a given period of absence is stipulated in a legal or labour regulation, the regulated duration of the absence and economic compensation will be applied.
The time necessary to carry out labour union or employee representative functions under the established labour agreement or legal terms.
The time necessary to carry out prenatal exams or birth preparation techniques that must be done during working hours.
These absences will be communicated to the head of department as soon as possible and in any case, the reason, cause, and duration of the temporary absence must be given.
Holidays and days off will be authorized by the corresponding superior. Paid leaves will be authorized by the Finance Director, Miren Alberdi.
Working in non labour days
The building is accessible to all nanoGUNE personnel 24 hours per day, every day of the year. Conditions of work shall always be in compliance with (i) the Health & Safety rules and (ii) the security procedures.
Laboratory technicians are entitled to ask for a compensation of 1.5 hours in a labour day per 1 hour worked in a non labour day. Any compensation will be arranged with the corresponding Group Leader and requested through the intranet as Paid leave (specifying, in the 'purpose box', the requested number of hours and the day those hours refer to).
On labor days from 8:00 am to 1:00 pm and from 2:00 pm 5:00 pm, the main-entrance door is open and the reception is attended.
Exceptions to the general timetable
In August and the 24 and 31 of December, the main-entrance door will be open and the reception will be attended from 8:00 am to 3:00 pm.
For four days after Easter Monday, for three days prior to the 31 of December, and during the holidays of a secretary, the main-entrance door will be open and the reception will be attended from 8:00 am to 1:00 pm and from 2:00 pm to 5:00 pm.
Exceptionally, during the holidays of two secretaries, the main-entrance door will be closed and the reception unattended. This will always be announced in advance.
Visitors trying to enter the building through the main-entrance door when the reception is unattended should dial the internal use communicator. This call will be diverted to the Director’s Assistant until 6:00 pm. After 06:00 pm visitors could only enter the building if they communicate directly by other means with their internal contact who should open the door.
Work timetable
Non-research personnel, including the technical team, willing to follow the summer timetable (8:00 am to 3:00 pm) will ask for a number of days off equivalent to divide the number of their working days in August by 8 (if decimals >=0.5, then round to the next figure and if decimals < 0.5, then round to the previous figure) unless their number of working days in August is less than 4.
Non-research personnel, including the technical team, are invited to follow the Christmas timetable (8:00 am to 3:00 pm) on the 24 and 31 of December.
Research personnel, excluding the technical team, will always enjoy a flexible timetable in coordination with their Group Leader.
Telephone Switchboard
General timetable
The telephone switchboard is attended on labor days from 8:00 am to 6:00 pm.
Exceptions to the general timetable
In August and the 24 and 31 of December, the telephone switchboard will be attended from 8:00 am to 3:00 pm.
For four days after Easter Monday and for three days prior to the 31 of December, the telephone switchboard will be attended from 8:00 am to 6:00 pm.
Through the link below you can access to your personal data section that contains the following information:
First surname
Second surname
Name
City of birth
Country of birth
Date of birth
Telephone number
Mobilephone number
Email
Address
Location
Postal code
Province
In case your personal data is not correct, such us your NIE number or current address, you should contact the Director's assistant, Maria Rezola (m.rezola@nanogune.eu), or the secretary, Uxue Agirrezabala (u.agirrezabala@nanogune.eu), in order to update them.
In order to complete the personal information we collect from nanoGUNE employees and Guest Researchers, the "Emergency data" should be fulfilled with the following data that will be then submitted to the Director's Assistant, Maria Rezola:
Emergency information: if something happens, name and contact data (mobile number) of the person(s) you may want us to be contacted
Mobile phone number
Local address
We would like to remark that these personal data is confidencial and it will be consulted by the authorised people when an emergency occurs at nanoGUNE.
For more information please contact the Director's Assistant.
In November 2019, nanoGUNE is aknowledged with the "HR Excellence in Research" award, which reflects our commitment to continuously improve our human resources policies in line with the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers (ECRCC), notably our commitment to achieve fair and transparent recruitment and appraisal procedures.
Throughout the process of obtaining this aknowledgement, nanoGUNE has identified various strengths and weaknesses (see the Internal Gap Analysis) and has developed an Action Plan in order to develop pertinent actions to improve on the most relevant issues.
Through the link below you will be able to process the recruitment of personnel in your group. We manage two types of recruitments.
With Advertisement
The recruitment application will allow candidates to submit their applications. According to the code of conduct for the recruitment of researchers we should ensure observance of values such as transparency of the recruitment process and equal treatment of all applicants, in particular with regard to the development of an attractive, open and sustainable European labour market for researchers. We should establish recruitment procedures which are open, efficient, transparent, supportive and internationally comparable, as well as tailored to the type of positions advertised. Advertisements should give a broad description of knowledge and competencies required, and should not be so specialised as to discourage suitable applicants. Employers should include a description of the working conditions and entitlements, including career development prospects. Moreover, the time allowed between the advertisement of the vacancy or the call for applications and the deadline for reply should be realistic. The list of available job advertising platforms would be found in the recruitment application form.
Please, refer to the Recruitment procedure PR06 for more details.
Interns and Master students are welcome at nanoGUNE.
To perform the internship an educational cooperation agreement must be signed with the University.
NanoGUNE currently holds agreements with several Universities.
If you are a student coming from the University of the Basque Country (UPV/EHU), one of the documents bellow must be filled, signed, and sent to the Finance Director.
The aim of this plan is to provide a soft landing to the newcomers, help them with all the required paperwork, and provide them with as much information as necessary.
The Admin&HR assistant, Laura Benedetti, assumes the role of welcome coordinator and she will take care of the most of the tasks included in this Welcome plan.
Outplacement service
NanoGUNE gives the possibility to participate in an outplacement service to those whose contract is reaching to an end.
The outplacement service is envisaged to researchers that are willing to pursue their career towards industry, and in particular, to companies in the Basque Country. The service can help you to identify companies that match your expertise and if those companies are looking for candidates, an interview can be also planned for you.
It is structured as a series of interviews with IeTeam, the consultancy working with us on this project.
You can sign up to the program anytime of the year by emailing the TechTransfer Manager, Ainara García Gallastegui.
Non-european nationals employees require a work permit to start working at nanoGUNE. The procedure consists on 3 steps:
Step 1: NanoGUNE will take care of obtaining a “Residence authorization for national research” according to the Ley 14/2013, de 27 de septiembre, de apoyo a los emprendedores y su internacionalización.
The validity period of a “Residence authorization for national research”will be two years or equal to the duration of the work contract, if this is shorter. Once this period has expired, a renewal of the residence authorization for successive periods of two years (or equal to the duration of the work contract, if this is shorter) may be requested. For this purpose, you should contact the Finance Director.
Step 2: Once the “Residence authorization for national research” is issued, the employee will take care to request from the Spanish Embassy or Consulate of residence a visa to enter in Spain. Considering that some required documents could be difficult to obtain, it is strongly recommended to contact the Spanish Embassy or Consulate of residence for further information.
Step 3: Once at nanoGUNE, the employee will need to obtain the Foreign Identity Card (TIE) at the Police Station in San Sebastián.
These are the documents required for Step 1:
Scanned copy of the full passport
Signed work contract
The usualdelay for authorization is around 20 calendar days.
The family of the employee can also obtain a “Residence authorization”. These are the additional documents required:
Scanned copy of the full passport
Accreditation of family relationship (marriage certificate, birth certificate, etc ...). The document must be an original or a copy duly legalized or apostilled and translated, if applicable. The translation shall be done by a sworn translator appointed by the Ministry of Foreign Affairs (http://www.exteriores.gob.es/Portal/es/ServiciosAlCiudadano/Paginas/Traductoresas.aspx).
Affidavit of family relationship, through the document below.
Students at nanoGUNE not linked with a work contract will require a Non-Lucrative Residence Visa. This authorization is requested by the student directly from the Spanish Embassy or Consulate of residence.
In order to complete a book loan, your contract end date must be 30 days greater than the current date.
Journals are not available for loan.
Maintenance of the database:
The librarian is responsible for the maintenance of the database. Once a book or journal is received at nanoGUNE you will have to bring it to the librarian, in order to register, classify, stamp, and place a sticker.
The secretary, Alba Baile, is the librarian.
All books bought by the groups will be charged to their corresponding budget. The Secretary, Alba Baile, will buy the books. In her absence, the Director’s Assistant will complete the purchases.
The information registered:
Books: Title, Code, Author, Editor, Edition year, Owner group, Price, Status (Available for loan, Not available for loan, Assigned, Lost/Damaged).
Journals: number and date as well as the previously mentioned book registered data.
Getting a book
From the Library software: you can either use the “rent” option or ask the librarian to assign the book to you on your behalf, and take it from the library.
From another user: the former user will be responsible for the new assignment using the “transfer” option. An e-mail confirmation will follow with the return date.
Returning a book
E-mail reminders will be sent 7 days before the return date.
At the moment, books will be returned to the librarian.
NanoGUNE is characterized for being an open, tolerant, cosmopolitan, and multicultural center. In particular, the following code of conduct should be followed:
COURTESY
Courtesy is important in a work atmosphere. Attitudes like good humour, knowing how to smile, and the use of a pleasant tone of voice will provide good performance of our collaborators and all the people who interact at nanoGUNE. The use of polite expressions, such as saying thank you, asking please, apologizing at certain moments, and greeting when entering and exiting all aid to live in harmony.
An atmosphere of quietness and concentration will be encouraged, which is why raising one’s voice or running through the halls should not be done.
DRESS
NanoGUNE stands out for its flexibility on dress. No norms exist on the formality of dress as such; what does exist is a tolerance to this respect.
ORDER AND CLEANLINESS
With respect to order and cleanliness, nanoGUNE is governed by basic norms that take into account offices and public areas.
There are glasses, plates, cups, and cutlery in the interaction area, which can be used by everybody. After their use, everything must be cleaned and put back in its place. Whenever the microwave is used, the plate cover must be used so as to avoid dirtying the interior.
It is advisable to use the interaction area or the kitchen to drink or eat something and avoid, whenever possible, to do it in working areas.
OFFICES
At the end of the day everything should be put away and tidy and both the light and climate controls should be switched off.
A Gender Equality Committee was launched in May 2018 with the mission of securing a gender-bias free working envirnoment at nanoGUNE.
The implementation of nanoGUNE's Gender Equality Plan is led by the Outreach Manager and the Director, in close collaboration with the Gender Equality Committee.
The grants management procedure purpose is to establish guidelines for the management of grants, such as: communication of funding programs to researchers, management of applications, completion of the corresponding technical and economic justifications, and closure. The grants management procedure is applicable to all public grants that finances R&D&I projects in the center.
The Projects Manager is Yurdana Castelruiz. The Projects Assistant is Ainara Azurmendi.
The Regulation (EU) 2016/679 of the European Parliament and of The Council of 27 April 2016 is intended to guarantee and protect natural persons with regard to the processing and free movement of personal data. This Regulation applies to the processing of personal data wholly or partly by automated means and to the processing other than by automated means of personal data which form part of a filing system or are intended to form part of a filing system.
NanoGUNE has adapted its internal regulations to (a) the EU Regulation 2016/679 of the European Parliament and Council dated 27 April 2016, relating to the protection of natural persons in terms of personal data processing and the free movement of this data, which repeals Directive 95/46/EC; and (b) to the Organic Law 3/2018, dated 5 December, on Personal Data Protection and guaranteed digital rights.
According to the provision of the applicable regulations, the Privacy Governance at nanoGUNE is an organic structure established at nanoGUNE as a replacement of the Data Protection Officer. NanoGUNE has designated a single Privacy Manager.
The Finance Director is the Privacy Manager of nanoGUNE.
The purpose of the Corporate Compliance Policy is to implement and encourage a corporate culture of compliance at CIC nanoGUNE.
And this in order to achieve an orderly and responsible management at CIC nanoGUNE, as well as a culture of integrity and transparency and respect for ethical norms and standards in the development of its research activity.
In addition, this Policy means to demonstrate CIC nanoGUNE and its Professionals' complete rejection of all irregular conduct when carrying out their respective activities. This mainly refers to conduct that, due to its nature, may constitute a potential crime, the prevention of which being the main objective of CIC nanoGUNE's Criminal Liability Risk Prevention Programme and the documents of which it is comprised.
CIC nanoGUNE is demonstrating its firm commitment to its continued efforts to promote and guarantee a culture of compliance and "zero tolerance" for all possible irregular conduct when making decisions or taking action. As such, ethical and transparent conduct is always followed with absolute respect for laws in effect at all times, as well as the ethics and integrity that must preside at all times the conduct of its Professionals in the development of their research activity.
The aforementioned has the goal of maintaining CIC nanoGUNE's positive image and reputation, consolidating the enduring trust of the company's many Stakeholders.
This Ethics Code has the purpose of determining the conduct guidelines and principles that govern CIC nanoGUNE in order to guarantee the implementation and consolidation of a culture based on ethics, and exercise honest professional conduct when carrying out its activities.
Based on the highest recognised international, national, and sector standards regarding research work, the Ethics Code constitutes a fundamental document that is part of CIC nanoGUNE's Criminal Liability Risk Prevention Programme, that aims to act as a starting point to demonstrate CIC nanoGUNE's firm commitment to compliance with said standards and the law, with a strong focus on that concerning the prevention of criminal issues.
As such, the Ethics Code's goal is to reflect a culture of exemplary ethics, as well as demonstrate CIC nanoGUNE's distinctive values while aiming to promote infrastructure based on a culture of compliance with both criminal and regulatory codes.
CIC nanoGUNE collaborates with the community in which it operates, encouraging and guaranteeing the necessary balance between its values and social expectations, promoting economic development and social action in the heart of the Basque Autonomous Community.
This Ethics Code has the purpose of determining the conduct guidelines and principles that govern CIC nanoGUNE in order to guarantee the implementation and consolidation of a culture based on ethics, and exercise honest professional conduct when carrying out its activities.
Based on the highest recognised international, national, and sector standards regarding research work, the Ethics Code constitutes a fundamental document that is part of CIC nanoGUNE's Criminal Liability Risk Prevention Programme, that aims to act as a starting point to demonstrate CIC nanoGUNE's firm commitment to compliance with said standards and the law, with a strong focus on that concerning the prevention of criminal issues.
As such, the Ethics Code's goal is to reflect a culture of exemplary ethics, as well as demonstrate CIC nanoGUNE's distinctive values while aiming to promote infrastructure based on a culture of compliance with both criminal and regulatory codes.
CIC nanoGUNE collaborates with the community in which it operates, encouraging and guaranteeing the necessary balance between its values and social expectations, promoting economic development and social action in the heart of the Basque Autonomous Community.
This Ethics Code has the purpose of determining the conduct guidelines and principles that govern CIC nanoGUNE in order to guarantee the implementation and consolidation of a culture based on ethics, and exercise honest professional conduct when carrying out its activities.
Based on the highest recognised international, national, and sector standards regarding research work, the Ethics Code constitutes a fundamental document that is part of CIC nanoGUNE's Criminal Liability Risk Prevention Programme, that aims to act as a starting point to demonstrate CIC nanoGUNE's firm commitment to compliance with said standards and the law, with a strong focus on that concerning the prevention of criminal issues.
As such, the Ethics Code's goal is to reflect a culture of exemplary ethics, as well as demonstrate CIC nanoGUNE's distinctive values while aiming to promote infrastructure based on a culture of compliance with both criminal and regulatory codes.
CIC nanoGUNE collaborates with the community in which it operates, encouraging and guaranteeing the necessary balance between its values and social expectations, promoting economic development and social action in the heart of the Basque Autonomous Community.
In compliance with that stipulated in article 31 bis 5 of the Penal Code, these Operating Regulations have the purpose of establishing the procedure for confidential communication and later processing of possible suspected infractions or incidents relating to the possible materialisation of risks, with special reference to the criminal liability, at CIC nanoGUNE.
Likewise, any other irregularity detected at CIC nanoGUNE in terms of a hypothetical violation of laws or the Criminal Risk Prevention Program and the documents that comprise it, in effect will be communicated and processed through said Reporting Channel.
The corporate identity or corporate image represents the way in which a corporation, firm, or business enterprise presents itself to the outside world. It is typically visualized by the image branding and can also include messages and procedures for public relations, etc. The corporate identity is a primary goal of the corporate communication, as it serves to maintain and build the identity and facilitate the corporate strategic objectives.
The corporate identity manual of nanoGUNE defines these aspects, including identity information, messages and guidelines on the use of the brand of the entity, and collects relevant information about the visual adequacy of the brand and its graphic treatment. The criteria proposed in the document follows the objective of achieving a solid and professional corporate behaviour. This is a policy document that should guide the actions to be taken in corporate communication and should serve as a consultation tool for the optimization of the graphic use of the brand.
The brand is the visible element that identifies the Center. It represents what the Center would like to convey to the outside world. The brand integrates the symbol, the logo, and the sentence -together with its corresponding line-, thereby building a solid and easily identifiable structure that offers a professional and up- to-date image. The mark is a solid and official element that must not be altered under any circumstances, and must be present in all of our documents, whether public or private.
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To facilitate the correct use of our brand, we have prepared some templates for the more common file types.
The purpose of the Technological Surveillance procedure is to establish the basis for a systematic methodology for the analysis of the internal and/or external environment in order to capture, process and make available to the organisation information that is reliable, timely and structured and that allows decision-making with the highest possible chance of success, in this way putting competitive intelligence into practice.
This R&D&i management system manual provides the guidelines and defines the necessary requirements for the correct and efficient operation of the nanoGUNE management system.
This system is based on the UNE 166002:2014 standard, structured in a PDCA model that is transferred to nanoGUNE's work methodology.
This standard provides guidance and requirements on establishing and maintaining a R&D and innovation management system. It is applicable to all public and private organizations, regardless of their sector, type or size.
This standard provides guidance on:
understanding the context of the organization;
establishing the leadership and commitment of top management;
planning the development of R&D and innovation;
identifying and fostering factors supporting R&D and innovation;
developing the R&D and innovation management process;
evaluating and improving the performance of the system.
The implementation of this standard enables organizations to increase their awareness of the value provided by an R&D and innovation management system, establish such a system, expand their capacity for innovation, prove to a third party they comply with the requirements of this standard and, ultimately, generate more value for the organization and its interested parties.
When one or more requirements of this standard cannot be applied owing to the nature of the organization, they can be subjected to exclusion.
When exclusions are made, conformity to this standard shall not be claimed, unless said exclusions are restricted to requirements expressed under clause 8, and do not affect the ability or responsibility of the organization to carry out an R&D and innovation process that meets the needs of stakeholders and the applicable regulatory requirements.
No tolerance to sexual and gender-based harassment
A Sexual and Gender-Based Anti-Harassment Protocol is in place at nanoGUNE, in order to (i) prevent sexual and gender-based harassment and (ii) act against it in case such an intolerable behavior occurs.
The purpose of this protocol is to have a manual on how to act when a sexual or gender-based harassment situation occurs at nanoGUNE. The goal is to maintain and promote a safe environment for all nanoGUNE employees, free from any kind of violence.
We clearly state that (i) possible manifestations of sexual and/or gender-based harassment are not tolerated at our workplace and (ii) all necessary measures will be taken to address such a behavior and make it disappear once and for all.
Sexual and/or gender-based harassment at the workplace violates a number of fundamental rights, such as dignity, equality, physical and moral integrity, sexual freedom, and the right to enjoy occupational health and safety. Hence, it must be prevented and sanctioned in order to avoid unwanted effects on the victim's health.
The procedure is regulated to (i) prevent and respond to claims of sexual and gender-based harassment and (ii) provide our employees with the necessary information, training, and awareness of the need to respect the others.
The protocol has been launched in the framework of nanoGUNE's Equality Plan (4th Key Area - A safe working environment), and is the result of a collaboration with Elhuyar Aholkularitza and our Gender Equality Committee.
The protocol is made up of the following sections:
Basic Principles
Scope
Regulations and Definitions
Research Commission
Warranty claims
Preventive measures
Considerations
How to report harassment
Informal procedure
Formal procedure
Offense classification and sanctions
Prevention training
Evaluation and follow-up
General information Annex 1. How to file a harassment report: information for the reporting party Annex 2. Report model Annex 3. Confidenciality compromise
Report it!
If you are being harassed or you think someone may have been harassed, please report it! We will support you!
Gender Equality
Gender Equality
nanoGUNE Alumni
Calendar and timetable
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