Travel Safety Intellectual Property Rights and Data Protection 18

workshops to conferences where most would go anyway. Favour seasonal and regional food for PhD defences and other work-related social events. Basel has high quality tap water – no need to invest in bottled water. Free sparkling/non-sparkling water is available from the coffee-corners on each floor as well as the cafeteria. Many student groups engage in environmental movements and activities (e.g., www.urbanagriculturebasel.ch).

Safety

Travel Safety

Swiss TPH staff extensively travels to various countries, including fragile regions and conflict areas. Swiss TPH takes safety and security of its staff very seriously and has developed processes and tools which all staff must respect and use for a shared understanding of safety and security management.

Students who will travel abroad as part of their research project must adhere to the Swiss TPH travel safety and security regulations which can be found on the Swiss TPH intranet (https:// intranet.swisstph.ch/en/aoc/security-safety-health/swiss-tph-travel-safety-security). Should you for any reason not have access to the Swiss TPH intranet please request the material provided there through alexander.knup@ swisstph.ch. Travel recommendations during Covid-19: https://intranet.swisstph.ch/en/coronavirus/travelling/

Swiss TPH key principles in safety and security

• Principle of precaution: Take a preventive and proactive approach. Identify the risks and develop a plan to mitigate them. • Primacy of life and personal well-being: safety and security always comes first. Your valuables are not worth your life or those of your colleagues. Likewise, pressure of work must never override safety and security. • The right to withdraw: you have the right to decline if you think the risks are too high.

General travel requirements

1. Make yourself familiar with the Swiss TPH values and regulations by reading the Manual for Employees (includes the Code of Conduct. 2. Prior to departing for your first business trip abroad (out of Switzerland), you must complete the online security awareness training BSAFE : www.training.dss.un.org/ (send the certificates to hr@swisstph.ch). Without this you are not eligible for business trips nor any reimbursements of any related travel costs. 3. Attend the Swiss TPH travel clinic for a pre-departure health check. A first medical check is paid by Swiss TPH. 4. Your private home emergency contact details need to be available and kept updated in your dossier at Swiss TPH Human Resources (hr@swisstph.ch) 5. Register yourself on GardaWorld Travel Security website for travel insurance (www.travelsecurity.garda.com/home) 6. Attend the two-day course on Swiss TPH safety & security risk management.

1. Fill in the Travel Safety Form (take a copy with you and send one to your HQ and local contact) 2. Register your trip on GardaWorld Travel Security (mandatory for travel insurance cover). 3. Set up a communication protocol according to the security needs of the country. 4. Acquaint yourself with the local context and recent developments. Get help from your supervisors, they are responsible to ensure safety and practical arrangements. 5. Inform your embassy of your presence in the destination country (e.g., Itineris registration).

Accommodation

Carefully plan your accommodations with your supervisor for stays abroad in case your research requires it (e.g. field work). Accommodation is often offered by the host institution abroad; else book safe and trust-worthy hotels (avoid using “couch-serve”, Airbnb and similar offers).

In case of an incident or an emergency, act as follows:

1. Look for local aid and inform your local contact and line manager (the numbers are those you filled-in on your Travel Safety Form). 2. If local help is not an option, call your line manager, HQ contact person or the Swiss TPH 24/7

Hotline. The hotline will offer you guidance and may trigger the emergency cascade if needed.

Security & Safety at Swiss TPH Headquarters

A mandatory building tour at the beginning of your study gives you information about the building in general and security. A few important points to remember:

If you use the night door, make sure not to trigger an alarm: - From inside: use green button, do not use handle - From outside: stand clear of the door and use your badge (repeat if it doesn’t work on first try; if you stand directly in front of the door, it won’t open) - Do NOT try to move the door manuall

Security staff may ask you for legitimation if you are in the building outside business hours. You must show your badge AND an official document (e.g. your passport).

Pass the online safety test and send the certificate(s) to the student administration: a) General Safety (to be completed by all students) (32/35 correct answers to pass) b) Laboratory Safety (to be completed by IB/MPI students) (18/20 correct answers to pass)

Intellectual Property (IP) rights and Data Protection Intellectual Property rights

Working on a thesis as an MSc or PhD student may result in discoveries and inventions. Of note, discoveries or inventions – whether or not patentable – may include computer software, research data (e.g., novel diagnostic, drug or vaccine targets) or research tools, and all proprietary information associated with any of these items. Swiss TPH is a co-owner of discoveries and inventions made by MSc or PhD students during their work at Swiss TPH or while under supervision by Swiss TPH employees. The level of IP rights of the student depends on various issues, including the funder of the project and / or the supervisor, the rules established among research partners of networks the thesis may belong to, or the level of independence of the student work. With regard to the latter, Swiss TPH theses are often based on on-going projects and partly existing data where students may add a component or further analyse existing data. Whereas students have copyrights and co-authorship rights for their publications as generally defined in science, IP rights may be more restricted in such cases. Instead, in cases where

the student generates genuinely new inventions entirely independent of pre-existing data or resources of Swiss TPH supervisors, IP rights of the student may be more substantial, though shared with Swiss TPH (for a brief overview of useful guidelines, students are encouraged to consult the following website posted by the University of Toronto). Thus far, IP rights have never been a source of conflict in the long history of Swiss TPH research. However, if you work on a specific domain where you anticipate IP rights to become a potentially conflicting issue, we recommend reading the aforementioned guidelines and discussing the issue early on with your direct supervisor. In such rare cases, details may be clarified in advance and become subject of special agreements. The ownership of research data generated as part of the thesis need to be clarified with the supervisor. In the majority of Swiss TPH theses, data used in the research may originate at least in part not only from the work done by the student but generated in the framework of larger projects. All rules of data ownership, data use and publication of such projects may thus apply, including the request to delete data on any private (non-Swiss TPH) hardware at the end of the theses work. Before using such data for further research beyond the thesis, supervisors and / or the principal investigators of the projects need to be informed to establish a new agreement.

Data protection (from the Handbook for Employees) Data requires special protective measures, as this generally relates to the health status or sensitive areas of individuals. Everything that becomes known about a person in the context of the studies must be treated with professional confidentiality and may not be disclosed to third parties (except with the express permission of the person concerned). Such documents must be kept under seal in order to protect them against unauthorised access (data protection), and to safeguard them against damage or destruction (data security).

Personal data must be anonymised at the earliest possible stage by omitting all information (such as the name, address, social security number, exact date of birth, exact job title, voice in a sound recording, etc.) that could enable the identification of the person concerned. Public data (names, addresses, geo-coordinates), which allows for the identification of the person concerned, must be stored in a database that is physically separated from the sensitive personal data and that has an anonymous identification number (ID). Ideally, two separate IDs ought to be used for the public and the sensitive data, whereby the key between the two IDs has been given to a person who has neither access to the public nor to the sensitive data. In any case, the public data may not be provided with the anonymous ID. If the public data does not carry an ID, the key between the names of the study participants and their anonymous IDs must be managed by a third person who has access neither to the public nor to the sensitive data. The protection of sensitive data must be guaranteed regardless of the storage medium used. This implies that paper printouts and carriers with electronic data must be locked away, and that only authorised persons may have access thereto. Data on hard drives must be password protected. If personal information is found that has not been properly anonymised, it must be treated in accordance with the principles of professional secrecy. Special precautionary measures are required in the case of voice recordings (distortion of voices and sensitive interview parts, etc.). If address data needs to be processed by someone who also has access to the sensitive data of the project in question, he/she must be provided with a public ID number which differs from the secret ID number used for the sensitive data. The key that links the public ID number with the secret one must be stored in a different location and may only be accessible to specially designated persons who do not work with the data themselves. When publishing results, care must be taken to ensure that numbers in tables and figures refer to at least three persons, so that they cannot be attributed to an individual person.

For questions regarding data protection, please contact the data protection officer (DPO) of Swiss TPH via e-mail (privacy@swisstph.ch).