ETHICS, A NEW IT APPLICATION FOR MANAGING STAFF RIGHTS
AND OBLIGATIONS ARISING FROM TITLE II OF THE STAFF REGULATIONS
From 1 September 2010, rights and obligations arising from Title
II of the Staff Regulations will be managed using a new IT application
called ETHICS which will allow applications to be transmitted
electronically between those involved in the decision-making process.
Its use will initially be limited to outside activities (Article 12b and
Commission Decision on outside activities and assignments C(2004)1597 of
28 April 2004). Later, it will also include work done while on leave on
personal grounds (CCP), work done after leaving the Commission (on
retirement or at end of contract), decorations and gifts, activities of
spouses, publications and speeches, participation in election campaigns,
standing for public office and appearing in court as a witness.
ETHICS will affect all statutory staff, staff covered by the Conditions of
Employment of Other Servants and seconded national experts. As from 1
September 2010, you can no longer use paper forms to request authorisation
for an outside activity. However, paper forms will be available at your
DG's Human Resources Unit in the event of any technical difficulties.
Data processing and keeping data
Your personal details will automatically be supplied by Sysper2. It is up
to you to fill in all the other information relating to your request in
ETHICS. When requesting authorisation for an outside activity, this
includes:
- contact details of the organisation for which you will be working;
- nature and description of the work you will do;
- your timetable: number of hours worked during or outside of working
hours;
- financial or contractual relationship with the Commission;
- how the external activity relates to your duties at the Commission;
- the type of leave taken to cover your absence: annual leave, special
leave or flexitime;
- financial arrangements, etc.
The information you provide, any further details requested, for
instance about the nature of your outside activity and the opinion of your
hierarchical superiors will be considered by DG Human Resources and
Security or your DG's Human Resources Unit. The decision whether to grant
authorisation and under what restrictions, if any, will then be taken by
the Appointing Authority.
You will be notified of this decision and it will be included in your
electronic personal file. It will be kept for the same length of time as
other documents contained in officials' personal files.
Any supporting documents containing personal data needed to manage your
application (such as proof of income received) will be placed in files (on
paper) or stored on a network disk, and must be kept for five years by DG
HR or your DG's Human Resources Unit. This information must be protected
against unauthorised access.
There are instructions to guide you through the sequence (workflow) of
approvals and opinions by management, right through to the final decision
by the Appointing Authority. For the data protection reasons mentioned
above, supporting documents do not follow this electronic workflow.
The data stored in ETHICS may also be used for statistical purposes.
Protection of personal data
ETHICS allows us to process your application in Sysper2 in conformity with
Regulation (EC) No 45/2001(1) (see
confidentiality statement at:
http://intracomm.cec.eu-admin.net/sysper2/home/declaration_specifique_confidentialite_en.htm).
Further information
You will find more details about outside activities in the 'Ethics and
staff conduct' section of the HR & Administration pages on My IntraComm:
http://myintracomm.ec.europa.eu/hr_admin/en/ethics/obligations/conflicts_interest/Pages/external_activities.aspx.
Further information about ETHICS will appear on My IntraComm when the
application is launched.
From 1 September 2010, you will find the ETHICS application in Sysper2:
http://www.cc.cec/SYSPER2/login.jsp
If you have any queries about your rights and obligations under Title II
of the Staff Regulations, please contact your DG's Human Resources unit.
If you need technical assistance, please send an e-mail
to:DIGIT-SYSPER2@ec.europa.eu
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Footnotes
(1) Regulation (EC) No 45/2001 of
the European Parliament and of the Council of 18 December 2000 on the
protection of individuals with regard to the processing of personal data
by the Community institutions and bodies and on the free movement of such
data, OJ L 8, 12.1.2001. |