In the context of the evolving situation surrounding the COVID-19 coronavirus, Members of CERN personnel, notably supervisors and services will find answers below to frequently asked HSE- and HR-related questions around the following themes: health and safety (with various sub-categories), telework, travel and leave, contracts, infrastructure, and other topics.
Health and Safety
You should check that the product is compatible with the material in the instruction leaflet for the machine or device or contact the maker. The correct product to use should be noted in the cleaning instructions.
Yes. The use of fountains is possible if you respect the following points:
- Don't touch the nozzle where the water comes out when filling a cup or bottle.
- Regularly disinfect taps and surfaces you touch with a disinfectant compatible with surfaces where food is prepared.
- Wash your hands (or if this is not possible, use hydroalcoholic gel) before changing the water bottle.
Please contact the relevant SMB service.
Equipment should be disconnected before cleaning if possible. If it cannot be disconnected, it must be locked out in agreement with the person responsible for the equipment. If it is battery powered with a voltage exceeding 48 V, cleaning must be carried out according to the manufacturer's instructions and in agreement with the person responsible for the equipment. Common equipment does not fall into the category of industrial equipment (screens, laptops, telephones, etc.) and can be cleaned following the usual precautions.
The SMB Department is in charge of their installation.
The entire visor (interior side included) must be cleaned. It is sufficient to wash it with soap and water. However, the cleaning method depends on the product. You must check the manufacturer's instructions, in particular with regards to how long to leave the product on and drying time.
This is not specific to the Covid-19 period but to each CERN closure period.
For showers and sanitary facilities, as well as for drinking water and fountains networks, maintenance works have been carried out since the reopening.
Please use only single use, disposable paper, wipes, etc.
Where possible the products referenced as disinfectants in the CERN stores and which meet the EN 14476 standard should be used. Alternatively, ethanol (62-71 %) or diluted bleach (0.1 to 0.5 %) can be used. These products can be purchased in the CERN stores.
Exceptionally, a product referenced by the tool or equipment manufacturer can be used. If it is not available in the CERN stores it can be purchased directly from the supplier.
Disinfectants should be tested first to ensure they do not damage the surface. You must follow the instructions for use and precautions indicated on the bottle and use only disposable cloths for cleaning.
Cleaning must be done at the start and at the end of the works, of the day or if you change your work post with another user. It is therefore linked to your work organisation and is determined by a work analysis and how your work is carried out. Shared vehicles must be cleaned after every time they are used.
After every use and everything that has been touched, using a wipe and disinfectant. The method for cleaning depends on the product. Please read the manufacturer's instructions, in particular for how long to leave the product on and drying time.
Bleach (solution 0.1 to 0.5%): apply the solution with a disposable cloth. Leave on for at least 1 minute. Then wipe with another cloth to remove any traces of bleach.
Alcohol (62-71%): apply the solution with a disposable cloth. Leave it to evaporate.
Ventilate the room during application. Wear personal protective equipment according to the instructions for use of the cleaning product (including those on safety).
Waste wipes / masks / tissues must be thrown into closed bins with a plastic bag - along with ordinary waste. For offices where the bins have no lid, the occupants are requested to put this waste into a small individual plastic bag, to close it and then throw it in their office bin or in the bins that will be put at the entrances / exits of buildings.
The person must have clean hands and then clean their worktop and tools with a disinfectant and a paper cloth. Disinfectant is available at the CERN store. They can also use wipes. Please check the compatibility of the cleaning product with the surface to be cleaned.
Yes. Aquadrink fountains have been purged and are cleaned periodically (i.e. the press buttons). Before serving yourself, you should check the maintenance sticker, wash your hands and your cup/glass or any other container you might use, wear your mask and disinfect what you touch before and after use.
In addition to the normal cleaning of workshops, the operator must disinfect equipment every time they have used it as well as the surfaces they have touched.
To put an EDEN fountain back into service:
- remove the used bottle and empty the fountain into a large container using the taps.
- Install a new bottle (check date) and run at least 2 litres of water per tap into a large container.
- Empty and wash the drip tray with soap as well as the outside of the fountain with a damp cloth and a kitchen cleaner.
- Disinfect taps and surfaces that have been touched with a disinfectant compatible with surfaces where food is prepared.
The mask limits the spread of your aerosols and droplets which could reach people in your immediate vicinity, or be deposited on surfaces and equipment around you.
All washable gloves (if smooth and waterproof) can be washed with soap and hot water, the same as for washing hands, if the material is compatible with soap and water. If it is not possible to wash them, alternate them every day over 5 days with 5 pairs of gloves.
It is recommended to use smooth materials that are washable and, if possible, translucent.
Yes, this type of tool can be used in addition to other hygiene measures. The tool limits direct contact between the hands objects such as door handles or buttons. The tool must be disinfected very regularly.
The masks authorized at CERN are at minimum the surgical masks type 1, in accordance with the standard EN14683. Anti-dust masks with equivalent or higher filtration levels (FFP2, FFP3) are also authorized provided they are justified by the risk analysis. These masks shalll not be fitted with a valve. This is because valves do not allow the air exhaled by the wearer to be filtered, and therefore promote the spread of aerosols.
No. You must wear a mask from the moment you enter a building until the moment you reach your destination, and vice versa when leaving the building. You must wear the mask at all times when moving around the building and outside when physical distancing is less than 2 m from other people.
You can get a mask at every site entrance where there are guards, apart from the inter-site tunnel.
No, washable cloth masks are not authorised
Yes. You must wear a mask from the moment you enter a building until the moment you reach your destination, and vice versa when leaving the building. You must wear the mask at all times when moving around the building and outside when physical distancing is less than 2 m from other people.
No. Masks with an exhalation valve do not prevent the spread of potentially contaminated aerosols. It is imperative to use FFP2 or FFP3 masks without an exhalation valve. However, please note that FFP3 masks (3M AURA 1883+) with the valve covered by material are available in CERN's store. This mask can be used.
No, if you are alone in your office and don't share your office, wearing a mask is not mandatory.
In the absence of scientific data, reuse is forbidden. Washing surgical masks is forbidden as this reduces their filtration capacity.
Wearing a mask is mandatory unless, in agreement with your DSO / Lexglimos, an assessment of the situation demonstrates the opposite. This could however imply the implementation of compensatory safety measures (screens, physical distancing, etc.).
Please see the e-learning. For hygiene reasons, it is recommended to change your mask (type 1 surgical mask) every time you remove it. It must not be washed or reused even after being stored safely. It is advisable to replace it every 4 hours maximum.
No, disposable gloves are not recommended. Gloves give a false sense of safety and can be contaminated by droplets, and studies show that people wearing gloves touch more objects and their face more often. Wearing gloves can be adviseable if you have cuts (plasters should be worn to protect them) or other skin infections on your hands or if cleaning shared tools is not possible.
Each department/large experiment is responsible for distributing PPE to their personnel.
The face shield protects against droplets on the face and in the eyes. It is necessary when the physical distance between two persons is less than 2 m for more than 15 min (per working day) or when the conditions justify it (for example, personnel in constant or very regular contact with other people, and when protective screens cannot be installed).The face shield is in complement to the mask, it does not replace the mask.
COVID 19 related Personal Protection Equipment (PPE) such as surgical masks, face shields or gloves be will distributed by a designated person(s) or service(s) appointed for each Department or Large LHC Experiment. Your supervisor will inform you of the distribution point applicable to you before you come back on site.
The first time you enter the CERN site after lockdown, guards at CERN entrances will distribute 1 – 2 masks, then you can collect the rest of your masks and other PPEs from this person or service.
No, a PPE is by definition individual and cannot be shared. If exceptionally a face shield has to be shared it needs to be carefully disinfected before and after use.
Yes. The necessary stock of masks has been ordered.
The mask can be reused if you clean your hands before correctly removing the mask and then hold it by the elastic bands without touching any surface the time, for example, to drink a glass of water. But as soon as the mask is removed and touches a surface you don’t know is clean, it must be thrown away and replaced. In your office, you can temporarily put your mask on a clean sheet of paper and reuse it. In this case you must throw the sheet of paper away.
It is recommended to clean your work wear regularly. For special cases, consult your DSO/LEXGLIMOS.
You must wash your hands before touching the mask. The filtering part of the mask must not be touched. The mask must be handled only by the elastic bands. An explanatory video can be found in the CERN e-learning course.
No. The use of disposable overalls does not protect against the Covid-19 risk.
Protecting the health safety of all people on site continues to be CERN's highest priority.
Just as for any other complaint or suggestion in relation to your health and safety at work please discuss them with your supervisor or contact your Departmental Safety Officer (DSO) or your LEXGLIMOS.
The TSO function means being on-site. If it is impossible to be present, a solution must be found with the DSO/LEXGLIMOS.
Yes. The CERN technical contract manager must update the Prevention Plan to integrate COVID-19 risks. An ad-hoc text was sent by the Research and Industrial Services Group (IPT-PI-RI) to contract managers.
As with all other safety rules and instructions, the responsibility of controlling compliance with COVID-19 measures lies with the hierarchy and safety delegates, including those responsible for supervising works, where applicable. If contractors must ensure their personnel comply with COVID measures, CERN must control that this compliance is effective. Finally, everyone must be an active player in their own safety and that of others.
The lone worker rule applicable at CERN is not incompatible with physical distancing measures, and must therefore always be applied.
COVID-19 is an additional risk with regards to existing ones, their roles are thus the same as the ones defined by the applicable rules for the other risks.
The number of the people and the time spent during the VIC must be limited; questions should be asked during the preparatory phase; organize preliminary discussions via video-conferences. The VIC can be carried out in several phases, with presence on-site limited to the strict minimum. Reminder: the VIC must be approved by all participants before the work starts.
As far as possible only one person should use the vehicle. Subject to agreement by the supervisor, 2 persons my use the vehicle at the same time. They must leave the central place free and both wear a mask.
In addition to the other risks, it is necessary to ensure: - there is no coactivity with another intervener, or that the coactivity is correctly managed, - that the operating mode clearly specifies the measures put into place (wearing a mask and other PPE, physical distance > 2m, screens, disinfection, etc.), - that there is no lone worker, or that he is protected - that waste (bags/bins) are available - that there are clean and maintained sanitary facilities.
No. The Covid-19 risk is not a professional risk but a collective risk.
Most of the classroom training is currently can be given by video conference. If this option could not be implemented, appropriate protective measures are in place and have been verified by the HSE unit.
During certain activities, it might be impossible to respect physical distancing of 2m. In this case, an assessment will be carried out by the responsible for the activity with the support of the DSO / Lexglimos to determine the additional COVID-19 measures to be implemented. The HSE unit will support Departments and large experiments in these cases.
Individual transport is preferable. If this is not possible, you must wear a mask and if possible keep 2m physical distancing. It is recommended that the passenger travels in the rear of the vehicle.
The Director-General and the Head of the HSE Unit have defined instructions on COVID-19-related health and safety measures that can be found here.
They will be reviewed and updated as needed, to take account of the evolution of the pandemic and of scientific and regulatory developments related to COVID-19.
In accordance with these instructions you will have to observe a number of hygiene measures link to the hygiene measures and, depending on your work, specific work procedures and additional protection measures.
The IMPACT is sent to the TSO to inform that an activity is planned on his territory. The TSO must only approve the IMPACT it if he judges that the safety conditions will be met.
You must respect the maximum number of people according to the information on the poster by the elevator doors and the floor stickers. This limit is based on the floor space of the elevator with one person per one m2.
They must be cleaned regularly by the user, before and after every time they are loaned/borrowed. In case of questions, please contact your RP delegate (RPO).
I must wash/disinfect my hands before and after use.
PPE worn to protect against radioactive contamination (FFP2 masks, gloves, etc.) are considered as potentially radioactive and must been thrown in the designated bins for burnable radioactive waste.
If the implementation of preventive measures against COVID-19 lead to a significant change in the duration of the work and/or work positions, the dose estimates must be re-evaulated.
I must wash/disinfect my hands only after use.
Yes, you must disinfect it with a disinfectant product available at CERN or with hydroalcoholic gel.
1- As far as it is possible a vacuum cleaner must be used by one single user.
2- The user of a vacuum cleaner must wear gloves.
3- The vacuum cleaner must be cleaned regularly by the person using it, in particular before and after each usage. The user must clean all the parts they have touched (e.g. padlock, plug and cable, switch, tube, broom, etc.).
4- If sharing a vacuum cleaner cannot be avoided, it must be cleaned before and after each change of user.(Réf. 20)
Medical advice and assistance
Updated on 5 June: The situation regarding crossing the border is evolving and access progressively easing. Full up-to-date details of the situation regarding the Host State borders can be found on: https://hse.cern/content/travel-restrictions-switzerland-and-france-covid-19
When you call the emergency number 15, you can request to be referred to the hospital of your choice, but the 15 regulator (and eventually the Swiss 144 emergency service) will make the decision. If the HUG or any other Swiss establishment cannot take you in, for example, due to overload, you will be directed to a hospital in France.
You will find relevant information and guidance on: https://hse.cern/. You may also call the CERN Coronavirus Helpline: + 41 22 766 7777
In normal times, you do not have to share any medical details with your supervisor. However, given this unusual period during which exceptional measures apply, in order to contain the spread of the virus, it is imperative that you inform the CERN Medical service and your supervisor in confidence, who will coordinate the appropriate measures to follow up with any people you may have been in contact with.
Detailed anti-isolation support provided by HR is provided in the leaflet on this link.
Further, you can contact the helpline COVID-19 at +41 22 766 77 77 or the Medical Service at +41 22 767 31 86 / email@example.com, or get support from the CERN psychologist, Diana Treiber.
Appointments with the CERN psychologist can be taken via the CERN Medical Service: firstname.lastname@example.org
The UNIQA office is closed until further notice. Claims should be sent by post, using the “blue envelopes” of UNIQA if you have them (with due postage stamp), or using a standard envelope to UNIQA, 94 rue des Eaux Vives CH-1207 Geneva.
We also remind you that you can submit your request within twelve months following the date of the bill.
Since 1 April, you are able to submit your reimbursement claims to our third-party administrator, UNIQA, electronically (submission on paper will also remain possible).
Reimbursement claims must be accompanied by the usual supporting documents (bills, prescriptions, proofs of payment, etc.), and you must keep the original documents for two years.
UNIQA is introducing a new web portal (myUNIQA), which will allow you to submit your reimbursement claims securely and easily.
If you already use the UNIQA extranet, you have received a message inviting you to activate your myUNIQA account.
If not, you can create an account on myUNIQA by entering your insurance number and date of birth.
A video explaining how to use the new portal is available on the CHIS website: https://chis.cern/
I was hospitalized far from my home because I had certain symptoms associated with the COVID-19 virus. Following the examinations carried out, the hospital where I was declared me fit to leave. Can repatriation to my home be done using UNIQA assistance services (UNIQA assistance) or a private ambulance reimbursed by the CHIS?
No, the CHIS does not cover repatriations but only evacuations necessary for medical reasons. For repatriations, you must have specific personal insurance.
Yes, CHIS members have access to Medgate, one of the European leaders in the field of telemedicine. Telemedicine allows a remote medical consultation by a simple phone call. Medgate offers you the possibility of consulting a nurse or a doctor (depending on the type of need) at any time (24 * 7).
You can reach its services by calling the single assistance number +41.22. 819.44.77
You can reach UNIQA by telephone on +41 22 718 63 00 or by sending a message to: email@example.com for administrative questions. For urgent medical assistance, you may call UNIQA Assistance +41 22 819 44 77, 24/7.
You may remain a Member of the CERN Health Insurance Scheme (CHIS) after the end of your staff, fellowship or student contract with CERN. You may ask for a Post-obligatory affiliation by sending a message to firstname.lastname@example.org. They will ask you to complete an application form.
The contribution will be 12.57% of your last basic salary, stipend or subsistence allowance (See the section Post-compulsory Main Members - Fixed period on this page). You may remain a Member for up to 12 months and you may cancel your membership by giving 30 days’ notice. This cancellation is irrevocable and takes effect at the end of a calendar month.
Taking your temperature is a personal choice. If so, it would be pertinent to do it in the morning and / or before coming to work, and of course in case of doubt (fever, aches and pains, headache, etc.). The absence of fever does not however mean we can conclude that a person does not have Covid-19.
Studies are currently being carried out but no reliable result is available as yet.
Activities organised by The CERN clubs are not allowed to organise activities, either inside or outside CERN. (see HR FAQ).
Please contact the safety office in your department or large experiment to get the official symbols and to define the content with them.
Yes, you need the authorisation of your supervisor and must be on the "white list".
HR and other topics
Occasional telework requests are submitted via EDH (under absence type: select 'Other' then 'telework (occasional)'). The justification “exceptional measure” should be entered in the request under 'Additional information: other comments'. From the technical viewpoint, this facility will be extended to all categories of members of the personnel, in particular associated members of the personnel.
The standard extension of teleworking period is no longer 2 weeks by default. Taking into account the move towards a gradual return for the whole CERN population, extension of teleworking period (or special paid leave) must be defined according to the organisational unit plan for return on site. Periods of 2 weeks will remain an absolute maximum.
If being called back to site, this will in principle mean that you have to go. Should you feel that it is not possible for you to return to site, you should discuss with your supervisor.
Members of the personnel are entitled to use their own personal equipment provided that they respect the following computer security rules:
(section “when using your personal device”)
If you are not at CERN, you can access the online collections via CDS or any search engine (access to resources that require the CERN network is possible via the EZProxy service). A list of electronic resources available for the CERN Community has been compiled on this link.
Loan of print books can be requested online via CDS and they are sent via internal mail as before. Books cannot be sent outside CERN. Please profit from our ebooks collection: https://cds.cern.ch/collection/eBooks
It is possible to get scans of chapters/articles from paper books/journals. Please contact email@example.com if you are not on site.
Subsistence is paid to cover additional costs incurred from one’s stay in the CERN local area. In the current exceptional circumstances, some Members of Personnel are teleworking from outside of the CERN local area. For those Associated Members of Personnel (students, trainees, Project Associates) who are teleworking away from the local area and continue to incur costs in the local area, subsistence payments are maintained; for those who no longer incur costs in the local area, subsistence payment are suspended. All MPAs concerned are asked to fill out a self-declaration on a monthly basis to attest of their situation.
The member of the personnel and the supervisor must precisely define the requirements in order to find the optimum solutions. It should be noted that the Organization shall not make any financial contribution towards the setting-up or maintenance of a telework station, the sole responsibility for which lies with the participant, in accordance with Operational Circular No.7 (Rev1) (“Telework”).
CERN mobile subscriptions are not designed for providing ad-hoc Internet connectivity in a telework context. Other solutions should be favoured, such as suitable private fixed network Internet subscriptions or purchasing a private data SIM card from a French operator.
Data roaming with a CERN SIM card (“Standard"" subscription) shall only be considered under exceptional circumstances and only if no other solutions are possible. Users are strongly advised to regularly monitor costs via the Swisscom Cockpit portal.
More information :
• Mobile data services
• Mobile service prices
• CERN mobile subscriptions
Individual situations may evolve rapidly in the light of the evolution of the COVID-19 situation and CERN’s gradual resumption of on-site activities. Through the signed monthly self-declaration, all Associated Members of Personnel benefiting from a contractual subsistence allowance (Students, Trainees, PJAS) inform the Organization of their current place of residence/work and of whether they have ongoing costs in the CERN local area, which is the basis for any subsistence payment.
No. Special Remunerated Leave is only possible for professional reasons at this stage of the crisis.
Since 18th May, CERN is ramping up its on-site activities and therefore presence on site. The general assumption/expectation is therefore that people remain available to resume on-site work, and remain resident in the CERN local area. If for whatever reason you are considering moving away from the CERN local area, you should discuss with your supervisor and, where applicable, your institute. The likely date at which you are/may be expected back on site, the impact of your move on your work and on financial and social conditions (subsistence payment, health insurance coverage, etc.) shall be taken into account in the decision making. Associated members of personnel are responsible for liaising with their institute before moving away from the CERN local area.
All members of the personnel (MPEs and MPAs) with prior authorization of their supervisor.
CERN’s preference is that employed members of personnel (staff and fellows) remain in the local region whilst teleworking. This is for their safety and healthcare, as well as capacity to return to work on short notice once the situation permits. Due to the extraordinary circumstance of the COVID-19 epidemic, members of personnel may have chosen to go elsewhere for personal reasons; in this case any accidents during travel or telework cannot be considered to be professional in nature.
On 26 February 2020, the Director-General authorised the extension of Operational Circular No.7 to all personnel who find themselves in one of the situations described above. This authorisation makes it possible to apply the Organization’s recommendations regarding COVID-19 https://hse.cern/news-article/coronavirus-information-and-recommendations to all personnel.
The standard working hours remain the same in this context (see Chapter III, Section 1 of the Staff Rules and Regulations). In these exceptional circumstances, and although telework is not a substitute for childcare, the Organization accepts a certain flexibility in the work organisation within reason. If the situation is complicated for you to manage, please discuss your options with your supervisor.
While we appreciate the enthusiasm to return to site, it is essential that the build up employees on site is done controlled. If you believe it will be beneficial if you return quickly to the site, contact your supervisor.
Measures have been taken with relevant temporary agencies to ensure telework can be granted based on the activities and on the needs within CERN's progressive restart plans. The procurement service has provided a framework and can be consulted on request via your DAO or supervisor.
Internet and mobile phone providers are still operational in the local area, despite the physical shops being closed. You can still contact them to start a mobile or internet contract. We recommend you remain in close contact with your supervisor on the progress of your telework set up and on the work you can do remotely.
If being called back to site, this will in principle mean that you have to go. Should you feel that it is not possible for you to return to site, you should discuss with your supervisor.
- Members of the personnel are invited to discuss their situation with their supervisor. Supervisors must approve the request.
If the intervention is taking place during the normal working hours, it will not be compensated. This intervention is considered as work during normal working hours. The journey to CERN is considered as a standard travel to work. The reason why the Organization had requested that members of personnel should stay in the local area, except for exceptional circumstances agreed with the supervisor, is precisely so that we could go and work on site upon request.
You will be informed by yout supervisor whether you are required to return onsite. Your supervisor should be able to give you suitable timelines, dependent on the context and activity.
Travel and Leave
- If you have not already booked a trip:
- Check the CERN Coronavirus information and recommendations page for any updated guidance on duty travel. https://hse.cern/news-article/coronavirus-information-and-recommendations
- Consider reserving flexible/refundable transport and cancellable accommodation, or waiting to make a reservation if possible.
- Uncertainty over COVID-19 is a valid justification for booking out of policy travel, but Travel Managers will assess each case before approving. It can be that booking 2 non-refundable journeys is less expensive than a refundable one.
- If you have booked a trip:
- Ensure you stay informed regarding whether the event you are attending will be maintained.
- Refer to International SOS https://www.internationalsos.com/assistance-app
- Take any precautions indicated on the Coronavirus information and recommendations page while travelling. https://hse.cern/news-article/coronavirus-information-and-recommendations
- If you need to cancel a duty travel because the object of your trip is cancelled, and costs have been incurred:
- Try to obtain re-imbursements for any related costs, including conference fees.
- Contact CWT at firstname.lastname@example.org to see if a refund is possible; generally the airport taxes can be refunded even if the ticket is non-refundable. Some airline companies have also reviewed (relaxed) their cancellation policies.
- Do not cancel the EDH travel request document (TREQ), but indicate the trip was cancelled due to COVID-19 concerns when it comes back to traveller after the trip dates.
- Any non-refundable expenses can be claimed on the related travel claim.
- In case of cancellation of the event, the duty travel is cancelled, too. Booked tickets cannot be used for private purposes.
- If you need to cancel a duty travel because the object of your trip is cancelled, and no costs have been incurred:
- The TREQ can be cancelled, indicating in the comments that the travel was cancelled due to the COVID-19 situation.
All Members of Personnel are expected to take their annual leave. No measures to compensate leave are foreseen. Further, if you have excess annual leave remaining and as announced by the Director-General on 26th May, you can also donate up to 10 days annual leave in support of the COVID-19 CERN effort. Donations can be made up to 13 September on http://cern.ch/leave-donation.
No. We encourage you to take leave during this time to get some well deserved rest. Further, if you have excess annual leave remaining and as announced by the Director-General on 26th May, you can also donate up to 10 days annual leave in support of the COVID-19 CERN effort. Donations can be made up to 13 September on http://cern.ch/leave-donation.
Please inform yourself on the latest situation concerning travel (any constraints incl. quarantine) with regards to the country you are travelling from and the Host states, France and Switzerland. Please take into account possible delays w.r.t. visa.
Full up-to-date details of the situation regarding the Host State borders can be found on: https://hse.cern/content/travel-restrictions-switzerland-and-france-covid-19
- The usual rules relating to sick leave shall apply: a medical certificate must be provided for any absence of more than three consecutive days. You are reminded that a maximum of seven days of medical absence without a certificate can be recorded in a given leave year.
- Supervisors must ensure that all medical absences are recorded in EDH, in liaison with the group or departmental secretariat.
You can donate up to 10 annual leave days as announced by the Director-General on 26th May in support of the COVID-19 CERN effort on http://cern.ch/leave-donation.
If you plan to cancel your leave request, we recommend that you contact your supervisor to discuss relevant work organisation in light of these changes to your plan. Further, if you have excess annual leave remaining and as announced by the Director-General on 26th May, you can also donate up to 10 days annual leave in support of the COVID-19 CERN effort. Donations can be made up to 13 September on http://cern.ch/leave-donation.
Authorisations remain valid in principle, with the possibility of teleworking from the host employer where possible. The MPEs concerned should keep the Organization informed of their work situation at the host employer.
Authorisations remain valid in principle, subject to national movement restrictions in location in question.
Stipends, salaries and subsistences can only be paid when under contract, and in compliance with the conditions (e.g. subsistence is paid to cover additional costs one has to stay/ to maintain one’s stay in the local area: for more details, see this page).
You will receive a medical questionnaire to fill out (where possible, with input from your medical practitioner) prior to arrival. The CERN medical service will duly review your questionnaire and take any additional action where appropriate (e.g. scheduling a medical examination at a later date). When leaving CERN during CERNs operation in safe mode, you’ll also receive a questionnaire to fill out and send back to the CERN medical service. Based on this information as well as on any relevant job-related aspect, the CERN medical service may request a follow up where appropriate (this may include a visit with a medical practitioner of your choice as soon as possible). Please contact the CERN medical service directly in case you wish to discuss your personal medical situation.
Where a new Member of Personnel is starting their work remotely, for whichever reason (quarantine, not called back on-site yet, etc.), a remote welcome must be ensured. Supervisors are asked to support new members of personnel who have to start their contract working remotely as much as possible, assigning appropriate work and setting up relevant support (e.g. virtual 'buddy', setting up regular video conferences etc.). The relevant HR contact is also available to support the new members of personnel and supervisors in case of questions.
Supervisors will support new members of personnel who have to start their contract working remotely as much as possible, assigning appropriate work and setting up relevant support (e.g. virtual 'buddy', setting up regular video conferences etc.). The relevant HR contact is also available to support you in case of questions.
Contract start dates for fellows are in principle maintained (except where the supervisor and fellow agree to delay a contract start). Supervisors are expected to contact their fellows to welcome them, answer any questions or requests the new fellow may have, and prepare for their integration and work set-up, even more so given the particular context in which this contract start may take place. For the FTEC and FCT trainees, start dates have been reviewed in discussion with the trainee and funding body (CIEMAT, FCT). Short-term interns and students start dates have generally been pushed back to September. Where the work environment allows, students and interns can take up a contract earlier, provided that the supervisor and team can welcome them in conditions allowing to make the most of their learning experience.
To pay your salary/subsistence and other indemnities (where applicable), CERN requires you to register the details of your Swiss bank account.
This must be done through an EDH form before 21 July. This applies also for those who already had a contract with CERN and where there is a gap between contracts.
If you do not have a Swiss bank account, you may choose to open or use an account with a bank located on the CERN site or with another bank established in Switzerland, or even with a French bank in the region that offers its customers Swiss franc accounts (i.e. with an IBAN starting with CH), such as Crédit Mutuel, CIC, Crédit Agricole etc.
More information is available on the admin e-guide.
If you cannot complete the EDH form by 21 July, you have 2 options :
- The payment will be postponed, until you have completed the form. One this is done, payment may take 4 or 5 working days.
- You can exceptionally provide details of a foreign bank account (NOTE: in this case, CERN can make no guarantees with regards to the payment dates, and any exchange rate charges will be at your expense). In this case please send the details to email@example.com. Note this is a temporary measure due to the COVID-19 situation. As soon as possible, a Swiss bank account will have to be communicated per the above-procedure.
HR services continue operations as usual. All approved extensions will be processed on time.
Departing personnel who have books to be returned can return them in the red box in the Library entrance (building 52/1-052) or by internal mail. If you cannot enter the CERN site, you can send them back to CERN Library by snail mail at the following address:
1, Esplanade des Particules
CH-1211 Geneva 23
You should inform firstname.lastname@example.org of your departure and the Library team will sign the termination sheet in EDH.
The Organization will not pause or suspend contracts to enable the travel to the home station. Moreover, CERN guidelines apply within the overarching framework and instructions from the Host states, instructing to reduce travel to the strict minimum.
Depending on the activity and context of your intended functions, supervisors will determine on a case by case basis whether it is necessary and safe for you to come onsite or whether telework is the better option in the progressive start up phase. Please note that the exceptional authorisation measures apply as long as the situation persists and they are therefore also limited in time accordingly.
Clearly you will be required to observe any applicable travel and quarantine restrictions in your respective country and in CERN's Host states (France and Switzerland). Any travel to the local area should be made with due consideration of health and safety measures currently in place to limit the spread of the virus. Your supervisor will have been in touch with you for the necessary work arrangements.
In light of the global evolution of the COVID-19 pandemic, CERN has carefully reviewed the feasibility of running of its diverse student and trainee programmes, with the health and wellbeing of people at the heart of its preoccupations. Following postponement of start dates for student and traineeships, and following the suspension of the Job Shadowing programme, CERN finally had to cancel the flagship CERN Summer Student and openlab Summer Student programmes, further to extensive consultation with all stakeholders, as well as the Children of personnel programme for 2020. All commitments with regards to Employed members of personnel contracts, including for Fellows, will be respected.
This table contains up to date details for each programme.
Contract start dates are defined as usual between supervisors and the new Members of Personnel, and with attention to the evolving situation. The new members of personnel may start their assignment in a remote teleworking mode, on site, or in a combination of these.
Contract end dates are in essence not impacted by the COVID-19 situation. Most formalities can be done remotely, via telework. Flexibility is being applied for members of personnel needing to leave the region prior to their contract end date. If you have to leave prematurely, please contact your supervisor or DAO for the specific arrangements regarding returning dosimeters, access cards and other equipment.
No, all “in person” sessions have been cancelled, and a virtual Welcome Session to help people integrate remotely replaces these until further notice. Newcomers starting their contract via telework will be given support from the departmental secretariats (DAO) and the supervisors in particular, with recommendations around arranging regular meetings, clear work assignments that can be done remotely and if possible, to assign a 'virtual buddy'.
We understand the difficulties, of all nature, that some members of personnel may encounter due to the exceptional circumstances. However CERN cannot intervene in individual private matters. We recommend that you contact the property owner(s) to explain your situation and discuss a possible different arrangement during the crisis.
HR - Other
Authorisations remain valid in principle, subject to national movement restrictions and continuity of activity question.
We encourage you to continue supervisory activities as usual, remotely and with due considerations for the context. This can be by phone or video conference for example (see https://computing-blog.web.cern.ch/2020/03/useful-tools-for-teleworking/).
If you have questions about Swiss or French Cards, please see the dedicated FAQ.
All classroom training sessions remain cancelled until further notice.
CERN is striving to maintain as many courses as possible with alternative means such as video conference. Further, there is a wide range of e-learning courses available. For further information see the CERN Learning Hub.
Safety training classroom sessions will not be replaced by training with alternative means, video conferences or others.However, if during this exceptional suspension of classroom training courses the validity of a classroom training course comes to an end, this will have no immediate adverse effect on access rights. CERN Safety Training Service has taken measures to grant temporary extensions as necessary, on the understanding that the persons concerned will enrol in the corresponding refresher trainings when the operation is back to normal at CERN.
All on-line safety training courses remain available throughout this period and should be followed s required.
Despite reduced personnel, the Safety Training service (email@example.com) remains available to answer questions in case of need.
The CERN hostels remain open for now, with some adjustments: the Meyrin Hostel is not taking new reservations. If your activity is essential for CERN, derogation requests need to be sent to the EP Department Head, in case you are a User, and to SMB Department Head in all other cases. Please contact your hierarchy who will forward your request. All reservations up to mid-May have been cancelled.
At the moment, the Schuman hostel in Saint-Genis Pouilly remains open and also takes new reservations.
Please check the dedicated pages to keep informed of any closures of entrances.
UBS is open mornings from 10 am to 12 pm. Advisors are available onsite and can be contacted. All bancomats are in operation. Crédit Agricole-Prévessin : open Tuesdays (morning: 9 am to 12 pm, afternoon : 2.15pm to 7pm) and Thursdays (9 am - 12 pm, afternoon: 2.15 pm to 6.10 pm).
Post office Meyrin site: open mornings, Monday to Friday 9 am to 12 pm.de 9h00 à 12h00 Post office Prévessin site : open - back to regular hours.
You can check all services availability including mail services on https://smb-dep.web.cern.ch/en/content/services-availability-covid-19 (for Mail services see section SMB-SIS)
The Library spaces are open, with less seats to respect social distancing. Distributors of hydro-alcoholic solution are available. The print periodical reading room in the ground floor of bldg. 52 is closed until further notice. Please use the online journals or ask the librarian on duty at the welcome desk if you need to access print periodicals. We are sorry for the inconvenience.
You can borrow documents at the Library desk or request them to be sent via internal mail from our catalogue on the CERN Document Server (CDS). You can contact the Library team via firstname.lastname@example.org
CERN Clubs whose activities take place off the CERN site (not including the CERN barracks which are considered as part of the CERN Meyrin site) may resume their activities so long as they commit to and are in compliance with the Host State regulations regarding COVID19. Prior to resuming their activities, all clubs concerned should send a copy of the applicable health plan as well as the planned start date of their activities to the CERN CLUBS COORDINATING COMMITTEE via email@example.com
Access to the CERN sites (Meyrin, Barracks, Prevessin) for club related activities is not permitted. Furthermore, 1st October has been suggested as a planned start date for CERN clubs whose activities take place on the CERN Sites), however, this may change as the situation evolves.
As the COVID-19 situation evolves in different countries, CERN will be implementing a gradual restart of its on-site activities, as of 18 May. In order to fully ensure the safety and well-being of our visitors during the re-start phase, public visits of CERN remain suspended until further notice. See https://visit.cern/covid-19 for the latest information. Please note that you can take virtual tours on http://visit.cern/.
The Jardin des particules re-opened its crèche on 18th May and the school will open on 25th May. For details see http://nurseryschool.web.cern.ch/
Access to the CERN site is limited to authorised personnel (should you wish to request access please contact your hierarchy). Collecting any items, documents or equipment onsite is therefore subject to authorisation at the present time.