The CERN Alumni project Leveraging the Alumni community

The CERN Alumni project Leveraging the Alumni community to strengthen support for research at CERN 6/11/2021 For the Collaborations Alumni Data Committee 2

We are all members of an Alumni group! Still, CERN - which is not only an employer, but a host laboratory and an educational institution – has no offer yet for its Alumni community! 6/11/2021 For the Collaborations Alumni Data Committee 3

Background to the project • • Proposal by J. Gillies (CO) and M. V. Perez Reale ( L&D) to Rolf Heuer in December 2014 • Based on a survey which demonstrates the strong demand for a CERN Alumni programme and the feasibility of keeping track of careers after CERN • Connections established in the world of Alumni associations • Some concrete propositions • “Anyone who has spent an integrated period of at least six month over any fiveyear period working at CERN will be eligible to join” • “Programme based on a dedicated on-line portal, to be outsourced with additional presence on “Linked. In” • “Small governing board composed of co-opted members” • “Annual operational budget of 50 -100 k. CHF” The present Director-General and the Enlarged Directorate have decided to launch the CERN Alumni project • Project mandate endorsed on 6/6. /2016 • Some conclusions retained from the initial proposal but others to be revised • The project team is being finalized 6/11/2021 For the Collaborations Alumni Data Committee 4

What is CERN’s overarching goal with the Alumni project? To develop and support an inclusive and cohesive alumni community, strongly interacting with CERN and with all Alumni stakeholders, from which research at CERN may leverage increased support. 6/11/2021 For the Collaborations Alumni Data Committee 5

Key objectives Design a unique offer for the Alumni community, and , in particular the Physics community (the users) 2. Enable CERN and the Collaborations to demonstrate its impact on alumnae careers, as part of the return on investment of their stakeholders 1. 6/11/2021 For the Collaborations Alumni Data Committee 6

More specifically, this pictures a situation where: • An Alumni community and stakeholders are aware, proud, supportive of and trusting CERN • A network of ambassadors for CERN and fundamental physics actively supports the role and work of CERN • The Organization demonstrates the effectiveness of its programmes in strategic area of specific importance and visibility for stakeholders, by gathering information about the career development of CERN Alumni • The Alumni community is a source of support, strategic inspiration and of resources for CERN 6/11/2021 For the Collaborations Alumni Data Committee 7

Project key deliverables • An effective oversight governance and well defined processes for administering and feeding the CERN Alumni programme, providing rich contents and supporting the CERN strategy, with clear interfaces with other CERN processes to streamline efforts and avoid duplications with other communication and outreach activities. • A legally sound programme and interaction with the CERN Alumni community and stakeholders, especially in terms of data privacy, security and usage. • A state of the art web-based platform, reflecting CERN’s commitment to excellence and values and supporting the interactions between CERN, the Alumni community and other stakeholders, while making optimum usage of relevant social and professional networks. • A comprehensive database supporting all information collected from the Alumni community and from which comprehensive reports may be extracted to meet requests. • A first CERN Alumni event to launch the programme, at the end of 2016 or beginning 2017. This event will mark the end of the project and the start of the operation of the CERN Alumni programme. 6/11/2021 For the Collaborations Alumni Data Committee 8

Phase 1: Design • What do we want? • • • • • ED Criteria for being part? Alumni sub-groups (by programme? Location? ) Online learning opportunities (e. g. CV writing skills, communication skills)? Peer-to-peer mentoring? Careers information? Job advertising? Exclusive industry jobs? Preferential CERN visits? Posting of news articles? Social networking on Linked. In? Other social media? Regular targeted news from CERN Alumni events at CERN? How frequent? Email for life? Use Alumni for fundraising? To what extent? Membership fee? CERN Alumni advisory board? Upgrade to ambassador class? Offer volunteering opportunities? ETC. Alternatives for implementation (costs/benefits) and corresponding milestone plans Alternatives for introduction of the new programme (costs/benefits) Preliminary design of the first Alumni event (what & when? ) 6/11/2021 For the Collaborations Alumni Data Committee 9

Phase 2: Implementation and testing • Implementation of: • • processes to run the programme and keep it vibrant and unique web-based platform and underlying database(whether in-house or outsourced) Testing and collecting feedback from pilot users • Organisation of first Alumni event and preparation for agreed date ED • 6/11/2021 For the Collaborations Alumni Data Committee 10

Phase 3: Introduction Communicating on the new programme and first Alumni event • First CERN Alumni event held early 2017 • 6/11/2021 For the Collaborations Alumni Data Committee 11

Alumni first event Offer to the Alumnae data and database Web platform Link with social media Contacts with users Pilot tests Comms Branding Marketing Link with industry 3 rd party requirements (eg EC) Legal aspects Link with recruitrment Administrative processes to run the programme Content and story telling 6/11/2021 Data security and protection For the Collaborations Alumni Data Committee 12

Project team - not yet finalized Project owner, F. Gianotti Project managing Director, C. Warakaulle Project manager L. Esteveny Project administrator R. Bray, IR-SPE/A. Ricci , EP Web platform architecture , data security and protection, availability estimate of costs and maintenance etc. A. Wagner, IT-CDA /B. Silva de Sousa , IT-CDA HR process, recruitment, talent management, learning & development etc. Cecile Granier HR-A, ? Relations with physics community and users , users office D. Chromek-Burckhart EP-AGS-UO / ? Relations with industry, skills and talent M. Bernardini EN-ACE Link with corporate databases, system interfaces G. Chierico FAP-AIS / J. Lopez FAPAIS Communication, outreach, link with experiments, experience with previous scheme A. Del Rosso IR-ECO-EN / L. Esteveny IR-SPE Link with industry knowledge transfer A. Rassat IPT-KT/ M. Cirilli IPT/KT Collaborations P. Giacomelli EP-UCM / ? Legal Service 6/11/2021 For the Collaborations Alumni Data Committee ? 13

Questions to be addressed in priority by the project • Who will be invited to be a member of the Alumni community? • • What alumni data do we need/wish to obtain and maintain? What is the structure? • • Coordinates Present job Past jobs Proposed degree of involvment ? Etc? Legal aspects – Make sure we are entitled to use this data • • Classes/types of Alumnae (active members? honorary members? , members who have never been at CERN? , retirees? ) Several possible levels of authorization ( individual/statistics/contact etc. ) What is the structure ( link with AIS/interface with onging projects)? Where do we host it in the short term, pending Alumni platform? How do we collect it from the different sources? 6/11/2021 For the Collaborations Alumni Data Committee 14

Other questions, particularly relevant for this commitee • How to best use the sub-groups facility in the Alumni programme • • • CMS Alumni (and all other experiments) Which sub-groups should exist from the start? Sub-group on specific scientific activities? How to best use existing Linked. In data • Manual research of potential alumnae? • How do we contact and invite them? • 6/11/2021 For the Collaborations Alumni Data Committee 15

Thank you for you attention! Looking forward to work with you 6/11/2021 For the Collaborations Alumni Data Committee 16

SPARE SLIDES 6/11/2021 For the Collaborations Alumni Data Committee 17

Some terms clarified Alumni A group of people who have graduated from a school or university. Alumni is usually used to refer to a group of graduates of either one or both genders, while 'alumnus' traditionally refers to a single male graduate, with the feminine term being 'alumna'. The plural is alumnae. CERN Alumni community The community of persons having contributed to CERN activities and projects for an integrated period, yet to be defined, and who will be invited to continue interacting with CERN, with other network members and stakeholders, both receiving information and contents and providing input. CERN Alumni stakeholders All parties, beyond the Alumni community members themselves who have an interest in maintaining relations with the alumni network. Such parties may be recruitment professionals, industry, donors to the CERN & Society Foundation, industrial liaison officers, peer international organizations etc. CERN Alumni programme A sub-programme of the “Outreach, corporate communication and scientific exchanges (students and associates)” outlined in the Medium Term Plan for the period 2016 -2020. The CERN Alumni project will set up this programme, which, when operational, will have dedicated objectives and resources described in the MTP. CERN Alumni offer The part of the Alumni programme, seen from the perspective of the Alumni community, which include what the programme offers. i. e. the incentives to maintain an active link with CERN (e. g. events, publication of jobs, directory etc. ). Alumni platform Integrated set of tools, including a web portal, made available to the CERN Alumni community to interact with CERN and other network members and stakeholders. It also includes the back office tools required to administer the Alumni programme. 6/11/2021 For the Collaborations Alumni Data Committee 18

What was your last status as member of the personnel? 5000 questionnaires sent 1000 answers Doctoral student 15% Administrative student 2% 27% Associate 9% Fellow Other 14% 17% 9% Staff Join Alumni? Technical student 7% User 57 In which type of organization do you work at the moment? Industry 22% 858 University 36% Research Institute 5% Yes No Government / International Organisation 15% 22% Other 6/11/2021 For the Collaborations Alumni Data Committee 19

Project scope 6/11/2021 For the Collaborations Alumni Data Committee 20

The project cannot do everything Examples of what it can and cannot deliver (scope detailed in project mandate): 6/11/2021 For the Collaborations Alumni Data Committee 21