Internal regulations applicable to trainees

I – General conditions

Article 1.1 – Purpose of the regulations
In application of the provisions of article L.6352-3 of the French Labour Code, and by virtue of its general and collective regulatory powers, the management of IILA hereby sets out :
– Measures for applying health and safety regulations,
– General and permanent rules governing discipline,
– It also determines, in compliance with the principles defined in article l.6352-4 of the French Labour Code, the nature and scale of sanctions that may be applied in the event of failure to comply with the aforementioned rules, and sets out the provisions relating to the rights of defence that must accompany the implementation of such sanctions.

Article 1.2 – Scope of application
The rules set out in these internal regulations apply to all trainees taking part in each course.

Article 1.3 – Compulsory nature
The provisions instituted by the present rules are automatically binding on the trainees defined in the previous article.
They do not require any individual adherence on the part of the trainees to whom they are directly applicable.


II – Health and safety

In accordance with article R.6352-1 of the French Labor Code, when training takes place in an establishment that already has internal regulations, the health and safety measures applicable are those set out in the latter regulations.
When training takes place on the training organization’s own premises, or on premises outside the training organization which do not have internal regulations, all the provisions of this chapter II/ Health and Safety will apply.
Article 2.1 – General principles
IILA’s management is responsible for health and safety on the premises, under the general responsibility of SMARTCITY CAMPUS (owner and administrator of the site).
As such, it is responsible for ensuring compliance with all legislative and regulatory provisions that apply to it in view of all the characteristics of its activity and organization.
General provisions are set out in the following paragraphs.
Special or ad hoc measures may be taken by means of memos, as indicated above, when the specific nature of the situation, activity or organization of the training course so requires. In accordance with article R.6352-1 of the French Labor Code, when training takes place in an establishment which already has internal regulations, the health and safety measures applicable are those set out in the latter regulations.

Article 2.2 – Compliance with health and safety measures
It is the trainer’s responsibility to supervise the trainees and to inform them as frequently as necessary about the safety rules applicable to the courses he/she runs, and to ensure that these rules are respected.
It is the trainee’s duty to immediately inform the trainer or the management of the training organization of any urgent measures to be taken to put an end to any danger.
It is the trainer’s duty to refuse access to the training site to any person who does not comply with the safety instructions and refuses to comply with them, after notification by the trainer.

Article 2.3 – Washbasins. Toilets.
Each trainee is required to leave the washbasins and toilets provided in a clean and tidy condition.

Article 2.4 – Meals. Drinks.
It is forbidden for trainees to take meals on the premises assigned to the training course, unless expressly authorized by IILA management.
Trainees must not bring alcoholic beverages onto the course premises.

Article 2.5 – Accidents and health problems
Any accident, even apparently minor, occurring to a trainee during the course must be reported immediately to the management of the training organization, either by the trainee him/herself, or by any other person with knowledge of the accident.
It is in the trainees’ interest to inform the training manager of any health problems they may have (e.g. backache, respiratory problems, physical disabilities), so that the exercises offered can be adapted if necessary.

 Article 2.6 – Protective and safety measures
All employees are required to comply with health and safety measures and occupational health regulations.
To this end, the general and specific safety instructions applicable in the training organization must be strictly observed.
Trainees must :
– Use the personal protective equipment provided, and keep and maintain it,
– Respect the safety instructions specific to each training course or facility,
– Immediately report any defects or damage to health and safety equipment to the trainer or management of the training organization,
– Report immediately to the trainer or the training organization’s management any stoppage or incident involving equipment or installations of any kind, or any failure that could compromise safety,
– Not to touch the various equipment and materials or the various elements of the electrical installations without being qualified to do so or ordered to do so by a person in charge, and in any case without being authorized to do so and observing safety measures,
– Do not use equipment for which you have not been authorized,
– Not to carry out unauthorized repairs or dismantling if this is outside the trainee’s normal remit.

Article 2.7 – Fire-fighting equipment
Employees must be familiar with and comply with fire safety instructions.
They must ensure free access to fire-fighting resources and equipment, as well as to emergency exits.
Trainees are forbidden to smoke on the premises, except in areas specifically designated for this purpose.

Article 2.8 – No smoking
Smoking is strictly forbidden inside all the premises of the establishment.
Failure to comply with the smoking ban will result in disciplinary action.


III – Discipline

Article 3.1 – Course schedules
Course schedules are set by the training organization. Trainees are informed of them when they receive their training program. Trainees are required to respect these schedules.
The training manager reserves the right to modify the course timetable in line with service requirements, within the limits imposed by current regulations. Trainees must comply with any changes made by the training manager to the course timetable.
Trainees must scrupulously adhere to course schedules, failing which disciplinary action will be taken.
Latecomers must immediately inform the trainer of the reasons for their lateness.
Depending on course operating conditions, latecomers may be required to return to the course only at the time indicated by the trainer.
Repeated and unjustified late arrivals may result in one of the sanctions provided for in the present internal regulations.

Article 3.2 – Attendance
During the internship, interns must endeavor to behave in a professional manner and refrain from being absent from the internship outside agreed breaks or the requirements of the internship.

Article 3.3 – Trainees’ obligations in the event of absence
IILA’s management must be notified by any means at the start of an absence.
Any foreseeable absence for personal reasons must be authorized in advance by IILA management.

This authorization is subject to three (3) days’ notice. This obligation does not apply to unforeseeable or force majeure situations, which must be brought to the attention of Management as soon as possible.
In the event of illness or accident, the trainee must produce, within 48 hours, a medical certificate justifying his/her absence and indicating the duration of his/her unavailability.
If the illness is extended beyond the expiry date of the initial certificate, a 48-hour period must also be respected to justify the need for this extension.

Article 3.4 – Materials. Documents
Each trainee is obliged to keep the equipment and teaching documents entrusted to him/her in good condition.
At the end of each course, all trainees must return to the instructor all equipment and documents in their possession belonging to IILA.

Article 3.5 – General behavior
The values espoused by IILAF, and the tradition of quality internal relations, justify everyone’s efforts to demonstrate courtesy, respect for others, discretion and politeness in all circumstances.
The rules governing general individual behavior and the smooth running of the training organization therefore formally prohibit :
– Incorrect behaviour towards other trainees,
– Spending training time on activities unrelated to the course,
– Keeping files or documents at home without the express written authorization of IILA management.
– circulate lists of subscriptions, collections, lotteries, petitions or memberships with or without a political purpose,
– Organize unauthorized collections,
– Engage in any form of trading whatsoever,
– Take away objects belonging to the training organization or host establishment without the express written authorization of the trainer,
– Be under the influence of alcohol or drugs.

Article 3.6 – Entry and exit
Trainees may only enter and leave the premises via the routes and exits provided.
It is forbidden to enter or leave the premises via any other exit.
Trainees have no right to enter or remain on the training premises for any other purpose, unless they have written authorization from the trainer or IILA management.
Furthermore, it is forbidden to introduce strangers into the training organization or the course, except with the agreement of the trainer or IILA management.
Outings during course hours must be exceptional, and require the express authorization of the trainer.

Article 3.7 – Search
In the event of objects, equipment or documents going missing from the training organization or host establishment, and in the interests of the collective safety of trainees, searches may be organized at the time of leaving the course.
Such searches must respect the dignity and privacy of the individual.
They may be organized unannounced at the sole initiative of IILA management or its representative.
However, any trainee concerned may request the presence of a witness, and may refuse to submit immediately to the inspection operations.
In this case, the inspection will be carried out by a duly authorized police officer; while awaiting the inspection, the trainee must remain at the course site.

Article 3.8 – Telephone and other external communications
Unless expressly authorized by the trainer or IILA management, the use of the telephone for private purposes is forbidden. Trainees are not authorized to have personal correspondence or parcels sent to the address of the training organization or host establishment.

Article 3.9 – Attire and general behavior
Trainees are asked to present themselves at the training site in decent dress and to behave correctly towards all persons present at the training course and in the establishment where it takes place.

Article 3.10 – Intellectual property
It is strictly forbidden to record, photograph or film training sessions, filmed material or other material.
The educational documentation provided during training sessions is protected by copyright and may not be re-used other than for strictly course-related purposes.

IV – Disciplinary law and rights of defense for trainees

 Chapter 4.1 – Disciplinary law – Scope of application
Discipline within the establishment comprises all the rules governing the collective organization of training, hygiene and safety, as defined in titles II and III, above.
Misconduct giving rise to disciplinary proceedings will include the following: theft or wilful damage to any equipment, improper or aggressive behaviour towards other trainees, the trainer or any IILA representative, being under the influence of alcohol or drugs, obstructing the course in any way whatsoever.

Chapter 4.2 – Disciplinary sanctions

Article 4.2.1 – Definition of sanctions
In accordance with article R.6352-3 of the French Labour Code, a sanction is any measure, other than verbal observations, taken by the director of the training organization following the actions of a trainee considered by him to be at fault, whether or not this measure is likely to immediately affect the trainee’s presence on the course, or to jeopardize the continuity of the training he receives.

Article 4.2.2 – Nature of sanctions
The following sanctions may be applied within IILA:

– Warning: this measure, designed to penalize misconduct, constitutes a reminder of good order with no impact, immediate or otherwise, on the trainee’s presence on the course; the warning must be formulated in writing and be acknowledged by the recipient (either in handwritten and signed form, or in the form of a registered letter with acknowledgement of receipt).
– Temporary exclusion from the course,
– Permanent exclusion from the course: this measure entails the permanent interruption of the trainee’s participation in the course for which he/she was registered.

Article 4.2.3 – Scale of sanctions
The sanctions defined in the previous article are listed in ascending order of severity.
The choice of sanction within the scale thus defined will depend on the seriousness of the misconduct.
The decision to be taken in each case will, however, take into account all personal and material factors likely to mitigate or aggravate the applicable sanction.

Chapter 4.3 – Disciplinary procedures and rights of defence

Article 4.3.1 – Procedure for simple warnings
In accordance with the provisions of article R.6352-4 of the French Labour Code, trainees are reminded that they will be informed in advance of any grievances against them.
Simple written warnings are notified to the trainee concerned, specifying the grievances against him/her.
This notification is made :
– Either by hand-delivered letter, one copy of which is signed and dated by hand,
– Or by registered letter with acknowledgement of receipt.

Article 4.3.2 – Procedure applicable in the event of temporary or permanent exclusion from the course
When the director of the training organization or his or her representative is considering imposing a sanction which may or may not have an immediate impact on a trainee’s attendance at a training course, the procedure is as follows:
1. The director or his representative summons the trainee, indicating the purpose of the summons. The notice specifies the date, time and place of the interview. The summons is in writing and is sent by registered post or handed to the trainee against a receipt;

2. During the interview, the trainee may be assisted by a person of his or her choice, in particular the trainee’s representative if one exists. The summons referred to in 1° shall mention this option;
3. The director or his representative indicates the reason for the proposed sanction and takes the trainee’s explanations.

In accordance with the provisions of article R.6352-6 of the French Labor Code, the penalty may not be imposed less than one clear day or more than fifteen days after the interview.
The trainee is notified of the decision in writing, with reasons, by registered letter or by delivery against receipt.
When the behaviour has made it essential to take a precautionary measure of temporary exclusion with immediate effect, no definitive sanction relating to this behaviour may be taken without the procedure provided for in article R. 6352-4 of the French Labour Code and, where applicable, articles R. 6352-5 and R. 6352-6 of the French Labour Code, having been observed.

Article 4.3.3 – Precautionary layoff
When the trainee’s conduct renders an immediate lay-off essential, the trainee will be notified of this measure orally at the time it becomes necessary, and subsequently confirmed in writing.
The trainee must comply immediately.

IV – Trainee representation

Article 4.1 – Organization of elections
In internships lasting more than 500 hours, a titular delegate and a substitute delegate are elected simultaneously by a two-round uninominal ballot, in accordance with the following procedures:
All trainees are eligible to vote, except prisoners. Voting takes place during training hours, no earlier than 20 hours and no later than 40 hours after the start of the course;
The head of the training organization is responsible for organizing the ballot. He/she ensures that it runs smoothly. If trainee representation cannot be ensured, he or she will draw up a report on the absence of trainees, which will be forwarded to the regional prefect responsible for the area.

Article 4.2 – Term of office of trainee delegates
Delegates are elected for the duration of the internship. Their functions end when they cease, for whatever reason, to take part in the course. If the titular delegate and the alternate delegate have ceased their functions before the end of the course, a new election is held.

Article 4.3 – Role of trainee delegates
Trainee delegates are responsible for making suggestions to improve the course and living conditions of trainees in the training organization.
They present all individual or collective complaints relating to these matters, to health and safety conditions and to the application of internal regulations.

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