EUROPEAN COMMISSION

DIRECTORATE-GENERAL

PERSONNEL AND ADMINISTRATION

Directorate C - Social welfare policy, Luxembourg staff, health, safety

Main reference

Key issues

Description/comments

Staff Regulations, article 1e, first paragraph

CEOS:
TEMP article 10
CA article 80, fourth paragraph

Access to social measures

Officials in active employment shall have access to measures of a social nature adopted by the institutions and to services provided by the social welfare bodies.

Staff Regulations, article 1e, second paragraph

CEOS:
TEMP article 10
CA article 80, fourth paragraph

Occupational safety and health (ergonomics, environmental monitoring and risk assessments)

Working conditions have to comply with appropriate health and safety standards at least equivalent to the minimum requirements applicable under adopted measures in these areas

Key issues

Reference

Description

Problem

Source of information

Suggestion

Health and Safety

http://www.cc.cec/pers_admin/hs_bxl/hs/advice_en.html

Awareness raising campaign about health and safety at work in the IntraComm; monthly safety/health topic.

The level of information and training on health and safety issues does not seem to be sufficient

Staff survey 2004

Reinforcement of health and safety at the workplace (see chapter 5.1a)

See also the “Proposal for a Commission Decision on the implementation of a harmonized policy on health and safety at work for all Commission staff“

Ergonomics

http://www.cc.cec/pers_admin/hs_bxl/hs/ergonomics_en.html

The "Computer workstation ergonomics" guide available in the IntraComm sets out the main ergonomic recommendations on working with computer terminals.

Ergonomic problems due to long working hours in front of the PC.

WB report 2005

Focus group “Experiences”[2]

Workplace evaluation Survey 2004

Risk assessment of workplaces

Key issues

Reference

Description

Problem

Source of information

Suggestion

Medical care

Staff Regulations, article 59, paragraph 6

CEOS:
TEMP article 16
CA article 91

http://www.cc.cec/pers_admin/medical/check/index_en.html

A preventive medical service is available to staff.
Officials shall has the statutory obligation to undergo a medical check-up every year either by the institution’s medical officer or by a medical practitioner chosen by them.
Moreover, more sophisticated preventive check-ups are available under the Joint Sickness Insurance Scheme screening programs with 100% reimbursement of costs.

More preventive measures are a staff priority.
There is a demand for the medical services of the Commission to be reformed and modernised, especially in the light of the emergence of  new work related illnesses like stress, depression etc.

Should all staff exercise their right (obligation) to a yearly medical check, the medical service would not have sufficient resources to   maintain the usual standards.

Report of Court of Auditor, reporting 50% of invalidity pensions originating from psychological diseases.

WB report 2005

Focus group “Challenges”

Reinforcement of preventive medicine and necessary administrative adjustments (see chapter 5.1b)

Issues are being addressed in the draft Communication “A Management Policy on absence for medical reasons and invalidity”

Key issues

Reference

Description

Problem

Source of information

Suggestion

Health insurance

Staff Regulations, articles 72 (sickness insurance), and 73 (Accidents and occupational diseases insurance) and 78 (invalidity allowance)

Annex VIII, chapter 3

CEOS:
TEMP article 28 (sickness and accident insurance) and 33 (invalidity allowance)

AUX article 70 (auxiliaries shall be affiliated to a compulsory social security scheme, preferably that of the country to whose scheme they were last affiliated or that of their country of origin)
CA article 95 (sickness and accident insurance) and 101 (invalidity allowance)

http://www.cc.cec/pers_admin/sick_insur/index_en.html

For the main staff categories (PO, TEMP, CA) the Commission provides sickness insurance, accident insurance, and occupational disease insurance.
 Invalidity pension available.
There is an individual staff contribution of between 15% and 20% on reimbursement of medical costs. Serious illness is reimbursed at 100 %. 

Reimbursement of medical expenses is reported to have too long delays. Focus group respondents ask for a review of the medicines and treatments to be reimbursed. The availability and accessibility of the JSIS is perceived as too limited; the competent services are considered too administrative in their approach.

Staff survey 2004

WB report 2005

Focus group “Challenges”

Training of administrative staff dealing with personal issues (see chapter 5.4)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Sickness and incapacity leave

Staff Regulations, articles 59 and 78

CEOS:
TEMP article 16 (sickness leave)
AUX article 59 (sickness leave)
CA article 91 (sickness leave)

http://www.cc.cec/pers_admin/medical/ill/index_en.html

Medical certificate after 3 days’ sickness or incapacity.
Invalidity is considered if sick leave totals more than 12 months in any period of three years.
Possibility to work part-time due to health problems (administrative or medical part-time).

Reintegration and rehabilitation to the work place is not structured facilitated

WB report 2005  2005

Focus group “Challenges”

Creation of coordinative preventive function for absence management (COMPASS) (see chapter 5.4a)

See also the draft Communication “A Management Policy on absence for medical reasons and invalidity”

Key issues

Reference

Description

Problem

Source of information

Suggestion

Invalidity allowance

Staff Regulations, article 78

CEOS:
TEMP article 33
 CA article 101

http://www.cc.cec/pers_admin/medical/service/inval_en.html

If more than 12 months absence due to illness within a period of three years, the employee or the administration may suggest to open an invalidity file to examine future possibilities to continue work. Depending on the illness and the prognoses the invalidity allowance may be granted for a limited period only

Reintegration and rehabilitation to the work place is not structured

WB report 2005  2005

Focus group “Challenges”

Creation of coordinative preventive function for absence management (COMPASS) (see chapter 5.4a)

See also the draft Communication “A Management Policy on absence for medical reasons and invalidity”

Key issues

Reference

Description

Problem

Source of information

Suggestion

Smoking and alcohol policies

http://www.cc.cec/pers_admin/hs_bxl/hs/stop_smoking_en.html

A policy banning smoking in Commission offices has been adopted in May 2004.
There is no policy on alcohol in force, but the medical service provides training and support.

There are smokers who continue to smoke despite of the ban.

Summary report on Smoking Survey 2005

WB report 2005

Focus group “Experiences”

Information on different health related subjects; support for primary/secondary rehabilitation (see chapter 5.1b)

Launch of new campaign against passive smoking and long-term decision to penalise smokers who do not respect the non-smoking policy.

Recreational and cultural facilities

http://www.cc.cec/pers_admin/social_bxl/leisure/
index_en.html

There is an extensive sporting and cultural programme in the Commission with around 50 different clubs, mostly organised by officials themselves. Good facilities for Luxembourg-based staff but in Brussels facilities near the workplace are limited.

Brussels staff is not satisfied with the location of Commission provided sports facilities.

WB report 2005

Staff survey of 2004

Creation of sports facilities near workplace envisaged.
Plans to renovate the CIE in Overijse. Enlargement of Health centre in Luxembourg. (see chapter 5.1c)

Conventions with sports clubs

http://www.cc.cec/pers_admin/leisure_bxl/clubs_en.html

Reductions between 5% and 62% for Commission staff members in different sports clubs.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Integration of new expatriate staff

http://www.cc.cec/pers_admin/if_i_am/new/index_en.html

Adminfo provides a welcome day for new recruits.
In Brussels, obligatory introduction courses exist (covering aspects such as expatriation, the workplace, the Commission and the host country)
Some DGs also have their own introduction courses and mentor schemes for new recruits.
There is the possibility of having lease contracts checked by specialists in ADMINFO who also assist by handing out web links, where to find accommodation. No other support exists for helping newcomers with accommodation issues.
No pre-assignment assistance is given.

Mainly reported difficulties are the limited pre-assignment information and the welcome in the particular DG.

WB report 2005

Focus group “Challenges”

Continuation and intensification of integration efforts for staff (see chapter 5.2a)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Support for the spouses and families of expatriate staff – general information

http://www.cc.cec/pers_admin/social_bxl/family/index_en.html

http://www.cc.cec/pers_admin/social_bxl/family/cercle_en.html

Commission organises a ‘Family Day’ once a month for newcomers’ families.

The present welcome and support structure for spouses are reported not to be  entirely satisfactory

WB report 2005

Focus group “Challenges”

Evaluation and possibly enlargement of integration efforts for spouses/partners (see chapter 5.2a)

Support for the spouses and families of expatriate staff – employment support

There are no formal arrangements to help spouses in finding employment. Very recent creation of a seminar on “looking for a job” for spouses.

The present support structure for spouses is thought to be too restricted.

WB report 2005

Focus group “Challenges”

Evaluate and possibly enlarge job hunting seminars for spouses/partners (see chapter 5.2a)

Support for the spouses and families of expatriate staff – Language training

Recently language courses specifically for spouses (in EN, FR, and NL) have been offered as a pilot initiative.

The financial means foreseen for this activity only allow limited number of courses.

WB report 2005

Focus group “Challenges”

Evaluate and possibly enlarge offer in language courses  for spouses (see chapter 5.2a)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Childcare support (nurseries, after-school care, holiday provisions)

http://www.cc.cec/pers_admin/creches_bxl/index_en.html

http://www.cc.cec/pers_admin/creches_lux/index_en.html

http://www.cc.cec/pers_admin/creches_bxl/
child_sick1_en.html

Several nurseries, European schools and after-school facilities are available. Holiday clubs are arranged during the official holidays of the Commission.

Number of places in day-care centres is not sufficient enough to fulfil demand.
Age gap between crêches and actual school system.
Practical obstacles arise if children attend different schools/institutions. The European schools do not offer the expected number of places.
After-school facilities are thought to be too limited.

WB report 2005

Focus group “Care-takers”

Development of new child-care facilities (see chapter 5.2b)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Social security benefits for dependents

Staff Regulations, article 72, article 79 (survivor’s pension) and 80 (orphan’s pension).

Annex VIII, chapter 4

CEOS:

TEMP articles 28 (sickness insurance), 28a (unemployment allowance), 36 (survivor’s pension) and 37 (orphan’s pension)
CA articles 95 (sickness insurance), 96 (unemployment allowance), 105 (survivor’s pension) and 106 (orphan’s pension)

Health insurance for spouses who are not eligible for benefits of the same nature and of the same level by virtue of any other legal provision or regulations and dependants within the meaning of article 2 of annex VII of the SR provided.

Survivor’s pension.
Orphan’s pension for dependants.

Assessment of staff needs for possible long term care provisions ongoing (see chapter 5.2c)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Social security benefits for agents

CEOS:

TEMP article 28a (unemployment allowance)

CA article 96 (unemployment allowance)

Unemployment allowance is available for temporary and contractual agents.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Family allowances

Staff Regulations, articles 62 and 67

Annex VII, section 1

CEOS:
TEMP articles 19, 20 and 21
AUX articles 61 and 65
CA article 92

http://www.cc.cec/pers_admin/rights/allowances/index_fr.html

Household allowance, dependant child allowance and education allowance available.

Complicated rules give impression of a lack of transparency when applying rules.

Staff survey 2004

Simplification of the administrative implementation of these rules is on-going

Other provisions (gifts, loans, salary advances etc.)

Staff Regulations, article 76 and 76a

Annex VII, section 1

CEOS:
TEMP article 30
AUX article 71
CA article 98

Reimbursement of extraordinary high school fees, Home Help and non-medical costs related to a handicap.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Maternity and paternity leave

Staff Regulations, article 58 (maternity leave)

Annex V, section 2 (paternity leave)

CEOS:
TEMP article 16
AUX articles 58 (paternity leave) and 59 (maternity leave)
CA article 91

http://www.cc.cec/pers_admin/cond_empl/leave/index_en.html

The Reform has increased maternity leave from 16 to 20 weeks with full pay and paternity leave from 2 to 10 days.
There is also an entitlement to a 20 weeks special leave in case of the adoption of a child.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Parental leave possibilities

Staff Regulations, article 42a

CEOS:
TEMP article 16
CA article 91

http://www.cc.cec/pers_admin/cond_empl/leave/
index_en.html

Possibility of 6 months parental leave (+ allowance of 798,77€) per child and parent to improve care of children up to the age of 12.

Staff taking parental leave ask for more flexibility from the administration.

Problems in replacing absent/part-time colleagues reported.

WB report 2005

Focus group “Care takers” and “Challenges”

Leave on personal grounds

Staff Regulations, article 40

CEOS:
TEMP article 17
CA article 91

http://www.cc.cec/pers_admin/cond_empl/leave/
index_en.html

Possibility for ‘Leave on personal grounds’ in connection with studies, travel or other permitted activity. Extendable a year at the time, max. 15 years during career.

Reintegration to the work environment

WB report 2005

Focus group “Challenges”

Reintegration courses after long-term absence to up-date work skills.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Special leave possibilities

Staff Regulations, articles 42b and 57

Annex V, section 2

CEOS:
TEMP article 16
AUX article 58
CA article 91

Special leave can be taken in connection with serious illness of relative (up to 9 months personal leave possible to care for sick relative).

There is also an entitlement to special leave in case of serious illness (2 days) or very serious illness (5 days) of a child.

Special leave for marriage, moving, death of relatives etc.

The number of days off due to sick children is not considered satisfactory, especially in cases of repeated or long-term illnesses.

WB report 2005

Focus group “Care-takers” and “Challenges”

Examine possibilities for day care for sick children (see chapter 5.2b)

Examine in particular the needs of parents of disabled children.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Flexible working hours

http://www.cc.cec/pers_admin/cond_empl/work_hour/index_en.html

The standard working week is 37.5 hours/week. Flexi-time is implemented in almost half of the Commission services.

46 % of Commission services have access to flexitime, but staff is very much in favour of further implementation. Where it is being used, the core time range is sometimes perceived as too un-flexible.

WB report 2005

Focus groups “Care-takers” and “Experiences”

Adaptation of existing rules and Commission wide spread implementation of flexitime in preparation (see chapter 5.3a)

Issue is being addressed in “Guide to flexitime 2006”

Teleworking

http://www.cc.cec/pers_admin/equal_opp/teleworking_en.html

A guide defining the rules is being prepared by DG ADMIN.

Multifaceted issue (e.g. practical problems, security problems, control of work stations, control of work delivered)

WB report 2005

Focus group “Care-takers” and “Experiences”

Commission-wide implementation of teleworking facilities (see chapter 5.3b)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Part-time working

Staff Regulations, article 55a

Annex IVa

CEOS:
TEMP article 16
AUX article 57
CA article 91

Several options for working part-time exist under certain conditions as an individual right (50%, 60%, 75%, 80%, 90%) depending on the family situation of the official.
There is also an option for officials over the age of 55 to work on a part-time basis during the last five years before retirement.

According to survey results, workload of part-time staff is not being appropriately re-adjusted. Negative impact on CDR and internal mobility are alleged.
No compensation for part-time work at Unit/DG level creating problems to reach targeted goals of units/teams.

WB report 2005

Focus groups “Care-takers” and “Experiences”

Results of WB survey will feed into training courses for managers; emphasis should be on ‘people management skills’, which includes adjustment of workload; part-time working must not negatively influence CDR/promotion (see Conclusion of the Heads of Administration 234/04 of 19/5/2004)

Job-sharing schemes

Staff Regulations, article 55b

CEOS:
TEMP article 16
AUX article 57
CA article 91

Two persons can share one full-time job; authorisation to work half-time by job-sharing is not limited in time.

Not being used widely by Commission staff, reportedly due to unfavourable pension rights.

WB report 2005

Social Interface Network[3]

Statutory provision, unchangeable (article 55b SR foresees that the third sentence of paragraph 2 of article 3 of annex IV is not applicable)

Key issues

Reference

Description

Problem

Source of information

Suggestion

Late and irregular working hours

Staff Regulations, article 56

Annex VI

CEOS:
TEMP article 16
AUX article 57
CA article 91

In principal, overtime is only permitted in exceptional cases (and cannot exceed 150 hours in any 6 months). No compensation for overtime from AST 5 on.
However, in practice, many  certain staff (especially senior officials) work longer hours than required in the Staff Regulations.

Culture of long hours and late meetings is perceived as impeding a healthy work-life balance.

WB report 2005

Focus group “Care-takers”

Commission-wide implementation of flexitime would allow recuperation of surplus hours (see chapter 5.3a)

Holidays

Staff Regulations, article 57 and 61

Annex V, sections 1 and 3

CEOS:
TEMP article 16
AUX articles 58 and 60
CA article 91

Min. 24 holidays per year + extra ‘travel days’

WB report 2005

Key issues

Reference

Description

Problem

Source of information

Suggestion

Harassment policy

Staff Regulations, article 12a

CEOS:
TEMP article 11
AUX article 54
CA article 81

http://www.cc.cec/pers_admin/social_bxl/social/
harassment/harass_index_en.html

Article 12a of the Staff Regulation defines ‘psychological and sexual harassment’ and instructs officials to refrain from any form of harassment of this type. Commission staff has the possibility to consult a confidential counsellor in the framework of the Commission’s policy on psychological/moral and sexual harassment. Each DG is represented in the network of confidential counsellors.

18,2% of survey respondents declare having suffered at some time from psychological harassment; 2,7% report sexual harassment.

WB report 2005

Harmonisation of policies on psychological and sexual harassment.

Issues are addressed in the draft decision “Policy on moral and sexual harassment at the European Commission”

Non-discrimination

Staff Regulations, article 1d, first paragraph

CEOS:
TEMP article 10
AUX article 53
CA article 82

Discrimination on the grounds of sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, or sexual orientation is prohibited.

Ethnic minorities seem to be underrepresented in the Commission.

Evaluation of the Racial and Ethic Diversity Policy in the European Commission 2004

Key issues

Reference

Description

Problem

Source of information

Suggestion

Burden of proof

Staff Regulations, article 1d, fifth paragraph

CEOS:
TEMP article 10
AUX article 53

Where a person believes that s/he has been discriminated against on any of these grounds and establishes fact that such discrimination may be presumed, the burden of proof is shifted to the Institution to show that the discrimination did not occur.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Social services and counselling

Staff Regulations, article 1e

CEOS:
TEMP article 10
CA article 80

http://www.cc.cec/pers_admin/social_bxl/social/
index_en.html

http://www.cc.cec/pers_admin/social_bxl/legal/
index_en.html

The Commission has a support structure of social workers for individual social assistance.
DGs also have personnel officers who provide advice on personal and professional issues.
Other counselling services include the possibility for consultations free of charge with a financial and a psychological counsellor and with a lawyer.

Demand for improved social services and slight discontent with existing services (neither specified) – mostly on the ground of not having sufficient information about them.

Staff survey 2004

WB report 2005

COMPASS will improve the existing support structure by its early warning system and multidisciplinary approach (see chapter 5.4a).

See also the draft Communication “A Management Policy on absence for medical reasons and invalidity”

The network of confidential counsellors in the framework of the harassment policy will extend counselling also to victims of sexual harassment (see chapter 5.4b)

See also draft decision “Policy on moral and sexual harassment at the European Commission”

Key issues

Reference

Description

Problem

Source of information

Suggestion

Career development

Staff Regulations, Title III, Chapter 3

http://www.cc.cec/pers_admin/career/index_en.html

The Commission has clear rules regarding career development.
The Career Development Review (CDR) system includes a method of appraisal.

A mobility scheme between services has recently been introduced under which officials are expected to move jobs regularly (obligatory for sensitive posts + middle and senior management).

A centralised service for career counselling (SCOP) is in place with local counsellors in each DG.

Procedure of priority points perceived as not transparent enough. Overall CDR procedure perceived as too time consuming. CDR not perceived as recognising actual efforts by staff.

With regard to SCOP there is a demand to focus more on career management.

Evaluation of the performance appraisal and promotion policy for Commission staff, interim report 2005.

Evaluation of the Career Guidance Support in the Commission, 2004.

WB report 2005

Via the definition of objectives the CDR may influence job content, which was rated as particularly important for well-being of staff.

Simplification of some of the CDR implementing modalities is on-going.

Training policy

Staff Regulations, article 24a

CEOS:
TEMP article 11
AUX article 54
CA article 81

http://www.cc.cec/pers_admin/training_bxl/index_en.html

http://www.cc.cec/pers_admin/training_lux/index_en.html

A Lifelong Learning Policy has been put in place recently to ensure continuous training and career development.

Training includes language training; emphasis is on working languages (EN, FR, DE).

Specific courses are available, e.g. on stress (stress management/time management), on communication skills, on the multicultural work environment, etc.

Especially language training are reported to take too much time of work, and forces participants to be absent due to work load.

For management training (MTP) issues need to be added and follow-up ensured.

Evaluation of the Inter-Institutional language training centrally organised by DG Admin in 2003

An evaluation of management training organised by DG Admin in 2004

The results of the Well-being survey will be taken into account when designing future training offers.

Key issues

Reference

Description

Problem

Source of information

Suggestion

Office quality

http://www.cc.cec/pers_admin/building_bxl/policy/index_en.html

http://www.cc.cec/OIL/immo_politique.cfm

Office size depending on grade. Varying quality of buildings. In recent years, due to the renovation of Berlaymont and the enlargement, the number of office relocations has increased.

Reported problems are the quality of office cleaning and air quality.

WB report 2005

Focus group “Experiences”

Staff Survey of 2004

Thorough health and safety assessment of posts (see chapter 5.1a).

See also the “Proposal for a Commission Decision on the implementation of a harmonized policy on health and safety at work for all Commission staff“

Catering facilities

http://www.cc.cec/pers_admin/catering_bxl/index_en.html

http://www.cc.cec/pers_admin/catering_lux/index_en.html

Most Commission buildings either have canteens and/or cafeterias.

Competent services (OIB, OIL) will continue with their proactive approach to guarantee high quality.

Social activities

http://www.cc.cec/home/life/index_en.html#

http://www.cc.cec/home/life/lux/index_en.html

There are a number of social activities, most of them organised by staff themselves, subsidised by the Commission.

However, loneliness is regarded as a problem by some Commission staff, e.g. by some of those separated from their families.

WB report 2005

Development of appropriate sport and leisure facilities (see chapter 5.1c)