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
Your Proximeter will vibrate as a warning measure whenever you are within two meters of another Proximeter for a period of at least 30 seconds. If possible, you should move to a safe distance apart. If you find yourself in a position where this is impossible – please continue to respect the other sanitary measures.
The CERN Computer Security Team carried out an independent review of all the codes and architecture that enable the functioning of the Proximeter, and recommended modifications in terms of encryption and architecture that have been implemented. The ED is confident that the mechanisms described in the Data Privacy Impact Assessment (EDMS 2419005) give the highest assurance that the system is adequately protected from malicious access.
The Proximeter is for everybody working on the CERN sites, and carrying it is mandatory as of 1 March 2021.
You can go to the CERN Service Portal with any questions you may have about the Proximeter: https://cern.service-now.com/service-portal?id=functional_element&name=proximeter-services
You can book an appointment to collect your Proximeter here: http://www.cern.ch/proximeter-dist. Please arrange to collect your Proximeter as soon as possible, and remember, it becomes mandatory while on-site at CERN from 1 March.
The Proximeter allows the Medical Service to know the precise time and duration of any encounters you have had while at CERN in the period in which you were contagious. It is there to help you deliver the most accurate information you can. An encounter does not necessarily translate to a close contact: your interview will help the Medical Service to establish whether masks were being worn at the time of the encounter, for example, in which case the encounter would not be classed a close contact. Close contacts are persons who have been identified as such according to the applicable legislation in the Host States, or who have been in contact (i.e. at a distance of less than 2 m for more than 15 minutes a day or sharing equipment) with a suspected or confirmed COVID-19 case and have not followed CERN’s hygiene instructions (e.g. not wearing masks, disinfecting common tools…).
You can check by logging in to the Proximeter portal application: http://www.cern.ch/proximeter. The device number assigned to you will be shown under “MY DATA”. This number should match the number on the back of your Proximeter, underneath the clip. Please note this is only possible when you are connected to the CERN network.
You should report any issue with your Proximeter to the Service desk via this link. They will inform you what to do.
The Proximeter works even if it is not connected to the LoRa Network, registering contacts closer than two metres for longer than 30 seconds. The LoRa network is only required to transfer data to a central database. Underground areas are in general not equipped and there are no immediate plans to deploy the network there. The Proximeter will connect to the network once it is back on the surface ,so you should keep your Proximeter turned on while in the underground areas. The Proximeter has enough memory to store contacts for 14 days. All contacts older than 14 days are deleted.
The Proximeter does not have any known ill effects on health. It uses Ultra-Wide Band (UWB) radio technology based on the IEEE 802.15.41 and 802.15.4z norms, which allow very precise distance measurements, and transmission of information to the secure IT database is done using the LoRaWAN 1.0 protocol. These technologies are in common use in mobile telephones, and in objects connected through the Internet of Things (IoT).
The Proximeter has been extensively tested, and is CE certified. In particular, it conforms to the following European directives:
2014/30 / EU EMC – Electromagnetic compatibility
2014/53 / EU RED – Radio equipment directive
2011/65 / UE RoHS – Restriction of hazardous substances directive
You need to carry your Proximeter at all times while on-site. The only exception is if you are staying in the CERN hostel and are in your room.
The Proximeter transmits the time and duration of encounters to a database, along with its own identification number, and that of any other Proximeter with which it has been in close contact. It does not know its own position, so cannot transmit this information. All data is encrypted in transmission.
You will not be refused access to the site, but if you are able to return home to collect it, you should do so. Remember that the Proximeter is there to protect others as well as yourself.
The data is stored in a database for 14 days. It can be consulted only in the event of a suspected or confirmed case of COVID-19. Only the Medical Service is allowed to consult the data and link it to the individuals concerned. These consultations are supervised. The individuals will then be interviewed.
See also the question: “If the Medical Service interviews me about close contacts anyway, why do I need a Proximeter?”
Your Proximeter will occasionally detect another Proximeter in a neighbouring room. If this happens, make a note of the time so that should you later be interviewed by the Medical Service, you can eliminate that incident as a close contact.
Yes. You can consult the data from your Proximeter through this page: http://www.cern.ch/proximeter. This page also contains an aid to the operation of the device. Please note that this page can only be accessed from within the CERN network.
In reaching a decision to deploy the Proximeter, the Enlarged Directorate consulted the Medical Service, the Legal Service, the CERN Computer Security Team, the Office of Data Privacy and the Staff Association. The ED balanced its responsibility to provide a safe and healthy working environment with privacy requirements, and concluded that the Proximeter enables the Organization to enhance the protection of the collective health of our community whilst minimizing the intrusion into privacy. The ED also decided that the introduction of the Proximeter can only be time-limited: it is an exceptional measure for an exceptional situation, and will be stopped as soon as the pandemic is over.
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.
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.
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.
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.
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.
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.
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.
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 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.
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 and, depending on your work, specific work procedures and additional protection measures.
A guide for a safe return to site can be found here.
The TSO function means being on-site. If it is impossible to be present, a solution must be found with the DSO/LEXGLIMOS.
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.
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.
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)
I must wash/disinfect my hands before and after use.
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).
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.
Medical advice and assistance
Contact your doctor/paediatrician as usual for an assessment and inform the CERN Medical Service (Tel: + 41 22 766 7777 or Covid19.email@example.com). Depending on the symptoms, the CERN Medical Service may ask you to stay off the CERN site until the diagnosis by your doctor/paediatrician. In such case you will need a medical certificate attesing that your child has not been diagnosed as a suspected or confirmed COVID-19 case to resume work on-site.
In case of a suspected or confirmed COVID-19 infection, you will have to observe the mandatory prescribed quarantine as a close contact and stay off the CERN site for 14 days.
Detailed anti-isolation support provided by HR is provided in the leaflet on this link, and in the leaflet "8 ways to keep yourself in a good physical and mental condition during the COVID-19 period".
Further, you can contact the helpline COVID-19 at +41 22 766 77 77 or the Medical Service at +41 22 767 31 86 / firstname.lastname@example.org, or get support from the CERN psychologist.
Appointments with the CERN psychologist can be taken via the CERN Medical Service: email@example.com
If at home and you present any of the symptoms associated with COVID-19, call CERN Medical Service at + 41 22 766 7777.
In case of emergency, call the national emergency numbers (15 in France, 144 in Switzerland).
If at CERN and you present symptoms stop activity immediately and call the Medical Service (+41 22 766 7777) and follow its instructions.
Full details of the process and guidance can be found on: https://hse.cern/content/medical-assistance-covid-19
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.
Templates of certificates for vulnerable people or for people living with someone classed as vulnerable can be found on:
For information, the list of vulnerabilities issued by the Swiss authorities can be found on this link.
MPAs are responsible for keeping their institute/University informed and for complying with their instructions as appropriate. Further, they should review their situation their CERN supervisor, and protection concepts can be developed in collaboration with HSE where applicable.
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
The UNIQA office on the CERN site re-opened in July and is open according to the usual opening hours. You can also reach UNIQA by telephone on +41 22 718 63 00 or by sending a message to: firstname.lastname@example.org for administrative questions. For urgent medical assistance, you may call UNIQA Assistance +41 22 819 44 77, 24/7.
The UNIQA office opened again in July and is open according to the usual working hours.
Claims can also 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.
A dedicated letter box for the purpose of those who cannot enter the CERN site is available at the CERN reception, building 33.
We remind you that since 1 April, UNIQA has introduced a new web portal (myUNIQA), which allows 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/
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.
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.
Please contact the safety office in your department or large experiment to get the official symbols and to define the content with them.
HR and other topics
Internet and mobile phone providers are still operational in the local area. 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 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.
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
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. Note that the restrictions on the percentage of time you may telework from France (governed by CH-FR bilateral agreement and applicable to CERN temporary labour personnel, residing in France and under contract with a Swiss temporary work agency) which were lifted at the beginning of the outbreak are regularly reviewed, and affect the legal possibility for you to telework from France, independently of compatibility with your activity and needs of the service.
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.
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”)
In the event of school closure/imposed quarantine and depending on the family context, specific provisions have been foreseen as detailed under section B5 of the absence management table.
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”).
Travel and Leave
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.
Yes. Individual transport is encouraged (ex: car, bicycle), both for commuting and circulating on CERN sites.
You should only have one passenger (max 2 people per vehicle) and have your masks on when you arrive at the gate, even if you are from the same household.
Please be reminded that use of public transport at peak times should be avoided.
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.
Travel on behalf of CERN (including travel to perform professional activities at other institutions, as well as travel for participation in training courses) is only permitted if it is deemed essential for strategic or operational reasons by the Department Heads or the experiments’ Spokespersons concerned. In the exceptional situations of authorized travel, consider the following guidelines:
- The authorization of the DH or experiment spokesperson should be attached to the TREQ (not necessary if they have signed the document)
- Check CERN COVID information page for any updated guidance on duty travel. You can also look on the International SOS website (CERN Member Login = 22ATSM650801) or MYCWT website for latest news and COVID-19 restrictions
- Consider reserving flexible/refundable transport and cancellable accommodation, or waiting to make a reservation until close to the time of travel when 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/flexible one
Authorisations remain valid in principle, subject to national movement restrictions in location in question.
As of 20 March, the curfew will be effective from 7 pm to 6 am daily. Members of the personnel required to travel in France to carry out essential professional duties during the curfew hours (shift work etc.) must carry an attestation provided by CERN. The document is available here: https://cern.ch/cesaam.
Please note that the CERN attestation is recognised by French authorities as being equivalent to the "justificatif de déplacement professionnel" (justification for professional travel) which is required by the French authorities and is solely for professional purposes.
- 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 the personnel who need to come on any site located in France during curfew hours in place (as of 20 March: 7 pm to 6 am daily, for example for shift work) must carry with them a completed copy of an attestation giving authorisation to come to CERN (https://cern.ch/cesaam).
All Members of Personnel are expected to take their annual leave. No measures to compensate leave are foreseen.
No. We encourage you to take leave during this time to get some well deserved rest.
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.
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.
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 email@example.com of your departure and the Library team will sign the termination sheet in EDH.
HR services continue operations as usual. All approved extensions will be processed on time.
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 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.
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.
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.
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.
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, 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.
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'.
Supervisors will support new members of personnel who have to start their contract locally on telework 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.
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).
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 the third week of the month of your arrival (cca. 20-21st of the month). 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 in time, the payment will be postponed, until you have completed the form. One this is done, payment may take 4 or 5 working days.
HR - Other
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 (firstname.lastname@example.org) remains available to answer questions in case of need.
Authorisations remain valid in principle, subject to national movement restrictions and continuity of activity question.
If your medical doctor considers you as vulnerable (this includes people aged 65 and over), and you wish to resume (some) on-site presence, you should discuss with your supervisor. Your supervisor will with the help of HSE and yourself examine the adaptations needed and put in place where possible a protective environment. The same goes for people who live with someone who is vulnerable, and who would benefit from adjustments in order to provide the best protection.
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. Post office Prévessin site : open - back to regular hours.
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 email@example.com
The opening of CERN hostels can be checked on the service availability page, under 'Housing': https://smb-dep.web.cern.ch/en/content/services-availability-covid-19. Please note that it is not possible to observe quarantine in the CERN hostels. If you have to quarantine, several hotels provide accommodation for this purpose, and availability has to be checked case by case.
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 firstname.lastname@example.org
Access to the CERN sites (Meyrin, Barracks, Prevessin) for club related activities is not permitted.
Options for online supermarket shopping and for food delivery are available in the local area to CERN in both France and Switzerland. Examples below.
People who have visited any of the countries considered as “High risk” featured on the Swiss and/or French lists have to observe a quarantine for 10 days after their date of return before returning onsite. As these lists evolve on a frequent, sometimes daily basis, please make sure to check the very latest news upon returning. This is your responsibility, to keep yourself and others safe.
As the quarantine is designed to avoid transmitting the virus to household members (to quote the Swiss authorities instructions on quarantine: “By putting yourself in quarantine, you avoid transmitting the virus to people in your household and to the general public.”), the household members do not need to observe a quarantine themselves as long as the person in quarantine follows the instructions correctly.
It is therefore the responsibility and duty of care of each and every one of us to ensure the quarantine measures are duly followed and respected, and where one shares accommodation, to evaluate the recommended quarantine set-up of the person they live with to determine whether it is safe for them to return to site. If in doubt, contact the COVID-19 helpline at CERN: +41 22 766 7777 from Monday to Friday (8 a.m. - 5 p.m.)