FAQ¶

Tool¶

1. What are the objectives of the CO₂ Calculator?¶

The open-source CO₂ calculator tool is designed to:

Propose a consistent approach to identify and visualize the main emission sources related to laboratory activities and their impacts
Identify carbon emission profiles specific to each type of laboratory
Estimate the carbon footprint of a research project (grant proposal or detailed per year ) or of specific items or actions (new purchases, future professional travel, electricity consumption of a piece of equipment, etc.)
Provide a decision-support tool to take targeted measures aimed at reducing the carbon footprint
Meet future European and national requirements regarding the assessment of the environmental impact of research projects
Anticipate regulatory developments by equipping EPFL with tools to understand, target, and reduce its carbon emissions

2. Is it possible to use this tool if I am not part of EPFL?¶

The tool is developed as an open-source project on GitHub. It can therefore be used by other academic institutions. However, some emission factors may need to be adapted to fit the specific context of the institution.

3. How can I access the tool?¶

The tool is available via the following link: https://co2-calculator.epfl.ch/.

It will also be accessible through the tile on the EPFL personnel management portal starting in January 2027.

4. I am unable to log in. What should I do?¶

If you encounter login issues or bugs, you can create a ticket through the EPFL Service Desk.

5. What are the steps? Where should I start?¶

1. Log in

Access the CO₂ Calculator and log in via: https://co2-calculator.epfl.ch/.
Select your preferred language and display mode.

2. Verify your user status (top right corner)

Check your role: principal user or standard user.
If necessary, delegate your principal user role to a member of your unit through the internal accreditation system.

3. Configure your calculator

Select your unit and the relevant year (top left corner).
Start estimating your unit’s carbon footprint.
As soon as you modify a module, the home page is automatically replaced by a bar chart displaying preliminary results.

4. Navigate and enter your data

Use the menu on the left to navigate through the tool.
Proceed module by module: click Validate or Edit, then review, complete, or enter your data.
Carefully read the description of each module to understand how it works.

Modules to review:

Headcount
Buildings
EPFL research facilities

Modules to review and complete:

Equipment
Professional travel

Modules requiring data entry:

Process emissions
External Clouds and AI Standard users must verify their data in the Professional Travel and External Clouds and AI modules. Click Documentation at any time to access additional information and useful resources.

5. Review results and plan your project

Once all modules have been validated, your unit’s results become available on the Results page and can be viewed by all members of the unit.
Define your ambitious trajectory towards 2040.
Consult the Documentation section for more information about how the tool works. Once you have completed the CO₂ Calculator workspace, you are ready to use the CO₂ Project Planner and CO₂ Explorer workspaces.

6. What methodology is used for the different modules?¶

To ensure full transparency, the methodology for each module is documented in the Module Specifications section.

7. How is data protection managed in the tool?¶

See Data management tab

8. What are the uncertainty levels?¶

- Overall uncertainty levels are documented in the Methodology section, subsection 6. Limites. - Module-specific uncertainty levels are available in subsection 5. Limitations.

CO₂ Calculator Workspace¶

1. I cannot access certain modules. Is this normal?¶

Yes. Within the CO₂ Calculator, two user roles are assigned:

Principal user: The person responsible for the unit is the only one with full access to the tool. They can view the entire unit and access all modules. They can explicitly grant access rights to headcount members within their unit and may delegate the principal user role to one or more individuals directly through the EPFL accreditation system.
Standard user: For data entry purposes, other unit members only have access to the External Clouds and AI and Professional Travel modules and can only view their own air and/or train travel records. They can also view the unit’s aggregated results. More information about roles in the CO₂ calculator

2. I would like to modify a module. How can I do so?¶

To modify a module, make sure to click Edit Module. If you are assigned the principal user role, you have access to all modules. The following modules can be modified:

Headcount
Process emissions
Buildings
Equipment
External Clouds and AI
Professional travel
Purchases The EPFL research facilities module can only be reviewed and validated. If you notice significant errors in the data displayed for your unit, please contact the dedicated team at co2calculator@epfl.ch. If you are assigned the standard user role, you only have access to the External Clouds and AI and Professional Travel modules and can review and add data within them.

3. Some modules are already populated when I open them. Why?¶

The CO₂ Calculator has been designed to be as easy as possible for internal EPFL users. Thanks to numerous internal collaborations, units do not need to manually enter most data, as it is automatically uploaded into the back-office interface by the relevant business data managers. Only certain modules, such as Headcount, Process Emissions, External Clouds and AI, and Professional Travel, require user input.

4. Can I modify fields that are already filled in?¶

In the CO₂ Calculator workspace, it is not possible to modify or delete pre-filled fields. However, users can add data either through the Add tab or by importing a CSV file (available only to principal users).

Data can be added to all modules except the EPFL Research Facilities module.

If you notice an error, you may add a note to the corresponding data line and contact the dedicated team at co2calculator@epfl.ch.

5. Headcount Module¶

5.1 How did the calculator access my unit headcount data?¶

To make the CO₂ Calculator easier to use, most modules are pre-filled. headcount data is obtained from internal databases.

5.2 What categories are used?¶

The categories are based on the SIUS branch classification catalogue for Swiss universities. More information is available here: https://www.bfs.admin.ch/bfs/fr.assetdetail.18184339.html.

5.3 Students do not appear in the list. Is this normal?¶

Yes. Students in your unit must be added manually as full-time equivalents (FTEs).

5.4 A headcount member left during the year. I cannot delete the row. What should I do?¶

If you notice an error, you may add a note to the corresponding data line and contact the dedicated team at co2calculator@epfl.ch.

5.5 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/headcount/.

In addition, the methodology associated with Additional categories is available here: https://epfl-enac.github.io/co2-calculator-user-doc/additional-categories/.

6. Process Emissions Module¶

6.1 Our unit uses experimental procedures that are not listed. What can we do?¶

If you use experimental procedures that may result in emissions not covered by the calculator, please contact co2calculator@epfl.ch.

6.2 Our unit does not use process emissions. Do I need to complete this module?¶

No, if your unit does not emit greenhouse gases during its laboratory activities, then you do not need to complete this section.

6.3 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/processes/.

7. Buildings Module¶

The related data can be modified directly in the EPFL source system. The update will then be reflected the following year, once the source data has been imported again into the CO₂ Calculator.

7.2 Our unit does not use decentralized heating systems. Do I need to complete this module?¶

Most units do not have decentralized fossil-fuel heating systems and therefore do not need to complete this module.

7.3 I do not understand how electricity consumption is allocated between heating, cooling, ventilation, and lighting.¶

As there are no meters that differentiate electricity consumption by use type for all buildings, this allocation is based on a limited number of buildings for which these data are available. The resulting data have then been extrapolated to other buildings with similar room types.

7.4 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/building/.

8. Equipment Module¶

8.1 Some rows appear in orange. What does that mean?¶

If rows appear in orange in the table, it means that the equipment subclass must be completed.

8.2 The active and/or standby power displayed does not correspond to my equipment.¶

The power values have been defined as generic averages for each class or subclass, so they may not always correspond to your specific equipment. In such cases, please click the "Comment" icon in the actions column on the right-hand side of the table, go to the "Power change request" tab, complete the required information, and submit your request. The Sustainability team will then update the power value either for your equipment specifically or for the entire class/subclass, as appropriate.

8.3 I do not know the active and standby usage values of my equipment.¶

You may use conservative assumptions. The objective is to provide the best estimates possible based on your knowledge while limiting the time spent completing these data to approximately 1 to 2 hours, leaving sufficient time for the rest of the process.

8.4 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/equipment/.

9. External Clouds and AI Module¶

9.1 What are external cloud services?¶

External cloud services refer to the commercial use of digital services such as computing and storage provided by AWS, GCP, Azure, OVH, Huawei, or other providers. The environmental footprint is calculated using monetary ratios. In this version, only paid services are considered. If you benefit from grants or credits, please report the value of the services consumed as though you had paid for them.

9.2 I use AI, but my unit does not pay for it. Should I add it?¶

Yes. Even if your unit does not pay for external AI services, this sub-module is intended to estimate the carbon footprint associated with the use of external AI services for generating text, code, or images, based on usage frequency.

9.3 I am a standard user and would like to modify the module, but it has already been validated by a principal user. What should I do?¶

You can ask your unit manager to switch the module back to "Edit" mode so that you can add or modify your personal data. By clicking on "Request edit mode", a window will open with an email template addressed to the unit manager. Once the changes have been made, the module will need to be validated again by the unit manager or by a principal user.

9.4 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/external-cloud/.

10. Professional Travel Module¶

10.1 Some professional travel data is missing. What should I do?¶

Professional air travel data comes from the EPFL central travel agency. If flights were booked outside the travel agency, they will not appear in the tool and must be added manually. Professional train travel must also be entered manually.

10.2 Some rows appear in orange. What does that mean?¶

When rows in the air and train professional travel tables appear in orange, this indicates trips undertaken by individuals outside your unit but paid for by your unit.

10.3 I am a standard user and would like to modify the module, but it has already been validated by a principal user. What should I do?¶

You can ask your unit manager to switch the module back to "Edit" mode so that you can add or modify your personal data. By clicking on "Request edit mode", a window will open with an email template addressed to the unit manager. Once the changes have been made, the module will need to be validated again by the unit manager or by a principal user.

10.4 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/professional-travel/.

11. Purchases Module¶

11.1 Where does the unit’s purchasing data come from?¶

Purchase information is automatically imported from paid invoices linked to each unit’s financial center.

11.2 Some purchasing data is missing. Can I add it?¶

Yes. It is possible to add purchase data by category:

Scientific equipment
IT equipment
Consumables and accessories
Biological, chemical, and gaseous products
Services
Vehicles
Other purchases
Centralized purchases

11.3 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/purchases/.

12. EPFL Research Facilities Module¶

12.1 Our unit uses research facilities outside EPFL. Can we add them?¶

Unfortunately, no. The collected data only covers the use of EPFL research facilities. However, we are working on integrating research facilities available on associated campuses. Please contact the dedicated team at co2calculator@epfl.ch if you identify relevant research facilities that should be included in the CO₂ Calculator.

12.2 Can I modify or add data?¶

No. Within the CO₂ Calculator workspace, data in this module cannot be modified or supplemented.

12.3 Where can I find the methodology for this module?¶

The methodology is available here: https://epfl-enac.github.io/co2-calculator-user-doc/services/.

13. Results¶

13.1 I am a standard user. Can I view my unit carbon footprint results?¶

Yes. As a standard user, you can view your unit carbon footprint results on the "Results" page, provided that the modules have been validated by the principal users.

13.2 I cannot see my unit full carbon footprint. Is this normal?¶

Yes. Principal users must validate all modules before the complete carbon footprint results for your unit can be displayed.

13.3 I only want to view part of my unit carbon footprint. How can I do this?¶

If you only want to view part of your unit carbon footprint, you can uncheck the Additional categories and Research facilities options under "Display Filters" on the right-hand side. You can also go directly to a module and switch it to Edit mode if you do not want it to be displayed in the chart.

13.4 Is it possible to visualize results across multiple years?¶

Yes. You can click on "Compare Years" to visualize results across multiple years, provided that the modules have been validated.

13.5 Can other units access my carbon footprint results?¶

No. The tool has been designed so that members of a unit can only access the results of their own unit.

CO₂ Project Planner Workspace¶

1. What is the difference between the "grant proposal" and "detailed per year" sections?¶

The grant proposal section allows users to estimate the carbon footprint associated with a funding application. Principal users benefit from the partial transfer of completed and validated data from the CO₂ Calculator workspace, particularly for the following modules:

Process emissions
Buildings
Equipment
External Clouds and AI For standard users, data must be entered manually due to data protection requirements. The detailed per year section provides a carbon footprint estimate for a project over multiple years, including a year-by-year breakdown. This section also benefits from data transferred from the CO₂ Calculator workspace for principal users, whereas standard users must manually enter project data for each year.

2. Can I make my project visible to members of my unit?¶

For projects related to grant proposals, it is possible to make them visible to all members of your unit (principal users and standard users) by selecting the option "Visible to all laboratory members". However, projects in the detailed per year section cannot be made visible. You may instead export a report and share it with the desired unit members.

3. Equipment Module – Reference Year Percentage Specification¶

If a user enters a global percentage to be applied to the Equipment module, this percentage will be applied to all equipment entries. If a particular piece of equipment is used more extensively than indicated by the global percentage and the user wishes to reflect this, a duplicate entry must be added to compensate for the difference. For example, if a user enters a global equipment usage percentage of 30% for a project in 2025, but one specific piece of equipment is used 60% for that project, the same equipment should be added again with a 30% reference percentage.

CO₂ Explorer Workspace¶

1. Is it possible to save my data?¶

No. It is not possible to save explorations, but you can export a report and share it with members of your unit.