Anyone working at CERN for a contractor or in the framework of a work order must comply with the rules in force in the Organization.

1. The contractor's representative

1.1 Nomination of the contractor's representative

Each firm appoints a contractor's representative. This person is responsible for:

• registering their personnel assigned to work for CERN;
• keeping all information relating to contractor's personnel up to date for the duration of the contract (including issuing a FDFA document, if applicable);
• informing CERN of any relevant changes;
• requesting the termination of affiliation when the assignment comes to end.

1.2 Registration of the contractor's representative

The “Registration of contractor's and temporary personnel - guidelines” page has been set up to guide contractor's representatives in the following scenarios:

• their own registration with CERN;
• obtaining the necessary access to create pre-registration forms (PREGRO) and manage their personnel's files.

1.3 Training of the contractor's representative

Once registered, the contact person can participate in training sessions organised by the CERN Community Support Centre.

These training sessions provide an overview of:

• creating the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO) ;
• using the dashboard to follow up on contactor's personnel;
• other tools provided by CERN, such as the CERN Service Portal and the CERN Training Catalogue (Learning Hub).

2. Registration of contactor's personnel prior to arrival on site

2.1 Start of pre-registration (minimum 5 working days before arrival)

Pre-registration must be initiated at least 5 working days prior to the arrival of contractor's personnel in order to allow for the synchronisation of the various information in the tools used. The contractor's representative or the back-up creates the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO) by following the instructions provided in the EDH document's online help.

The contractor's representative uploads the following documents to the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO):

• a valid identity document (identity card or passport);
• work permit, if applicable;
• residence permit, if applicable.

This list of documents does not release the contractors from their obligations to provide all the necessary documents to the authorities concerned:

^* Unlikely.

More information on the French Labour Inspectorate website. For all questions related to secondment formalities, please contact the French Labour Inspectorate via their email address.

2.2 The Foreseeable Preponderant Share of the contract (4P)

In some situations, other documents are required and may be requested by the CERN Community Support Centre [Building 33].

The services described in the contract are carried out either:

• on a single national territory (the Swiss or the French part of the CERN site);
• on both the French part and the Swiss part of the CERN site.

For each contract, the “foreseeable preponderant share of the services to be provided” (known in French as “4P”) is indicated in the technical specification of the invitation to tender or the price enquiry. The foreseeable preponderant share is defined in accordance with the agreement between the Government of the French Republic, the Swiss Federal Council and the European Organization for Nuclear Research (CERN) on the law applicable to contractors providing services of a transnational nature on the Organization’s site, as well as the Amending Protocol to the Agreement between the Government of the French Republic and the Swiss Federal Council concerning the extension into French territory of the CERN site, concluded on 13 September 1965. For more information, see the Procurement Service website: Law applicable to contractors’ personnel.

2.3 Verification and registration of the file

The CERN Community Support Centre [Building 33] checks the request received via EDH and informs the contractor of its progress:

• if the request is rejected, the contractor is informed of the documents required to complete the request;
• if the request is validated, an automatic e-mail is sent to the representative of the contractor indicating that the employee can proceed to the CERN Community Support Centre [Building 33] with the originals of the scanned documents to finalise the file.

2.4 Specific case of the subcontractor

If the contractor is using a subcontractor, the latter must have been declared in the contract in advance in order for it to be available for selection in EDH. If the subcontractor does not appear in the list, the CERN technical contact for the contract must contact the Procurement Service, who will validate and register the subcontractor as appropriate.

2.5 Specific case of the contractor's personnel working remotely

Some contracts or work orders provide for the possibility of personnel working exclusively remotely. In such cases, the contractor's representative for the contract must communicate the following information to the CERN Community Support Centre via the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO):

• the reference number of the contract or order;
• identity documents of the person concerned;
• the work permit, if applicable;
• the residence permit, if applicable.

This type of registration for the purposes of teleworking does not under any circumstances allow a CERN access card to be issued.

3. Preparation for the arrival of contractor's personnel

Once the contractor's personnel has been registered in the CERN systems, the representative of the contractor can organise the arrival and:

• submit, via the Service Portal, the ID photo, indicating the name, firstname, CERN ID of the registered contractor's personnel and the contract reference or send it to Access.registration@cern.ch so that the access card can be prepared;
• register the vehicle if necessary (refer to section 3.3);
• inform the contractor's personnel that the computing account has been activated and that the mandatory training courses must be completed.

3.1 Creation of the computing account

Contractor's personnel may be granted a computing account if their activities justify it. For more details on the steps involved in activating a computing account, please refer to the procedure "Automatic activation of the computing account".

In addition, the contractor's personnel must follow the computer security course within five days from the date of validation of the computing account.

3.2 Mandatory trainings

Contractor's personnel must follow a number of mandatory training courses via the CERN Training Catalogue (Learning Hub).

The applicable access and working conditions are laid down in the Working on the CERN site document.

3.3 Registration of vehicles

3.3.1 Professional vehicles

To enable correct traceability, it is recommended that contact persons for the contractor's personnel register the professional vehicles used by their personnel in their name via the application https://vehicles.cern.ch/vehicles/.

When registering, select the “ Enterprise Car ” vehicle type for vehicles associated with a contractor. This selection is essential for the Site Security Service to be able to correctly track the vehicles used by the contractors' personnel at CERN.

When contractor's personnel are registered for a short-term mission or as part of a specific order, the contact person for the contractor can register the vehicle in order to allow access to the site.

It is necessary to ensure that the information is up to date to avoid any problems during access.

3.3.2 Personal vehicles

The contractor's personnel may register their personal vehicles themselves via the application https://vehicles.cern.ch/vehicles/.

If they don't have a computing account, they can send a copy of the vehicle registration document to Access.registration@cern.ch so that the CERN Community Support Centre can register it before their arrival.

For more details, refer to the procedure "Registration of vehicles".

Holders of a red “E” or orange “P” CERN card may activate only one vehicle from the list of vehicles registered in their name.

4. Arrival at CERN and finalisation of registration

Once the order or contract has been signed by CERN and the file has been validated by the CERN Community Support Centre [Building 33], the contractor's personnel (with the exception of contractor's personnel working remotely) must report to the CERN Community Support Centre [Building 33] with the original documents that were submitted via the EDH form, as well as valid ID and their vehicle registration document if they wish to access the site by car. For more details on vehicle registration, please refer to paragraph 3.3. Vehicle registration of this procedure.

If the conditions are met, CERN will then issue a FDFA attestation for the contractor's personnel concerned.

5. Monitoring of registrations via the dashboard

The contractor's dashboard is a tool designed to facilitate the monitoring and management of contractor's personnel at CERN. Through the dashboard, authorised persons can:

• view the status of contractors' and temporary personnel;
• access details of their associated contract or order, the name of the contractor, and the validity of the documents;
• monitor the period of mission of contractor personnel at CERN.

5.1 Access the dashboard

Access to the contractor's dashboard is restricted to:

• CERN Technical contacts, persons with the role TECHNICAL_CONT;
• CERN Coordinators (as listed in the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO)), persons who can see the contractors they are responsible for;
• administrative personnel with the PRT_RO_USER role who have the authority to register contractor's personnel for a contract or an order.

5.2 Use of the dashboard

The contractor's dashboard is designed for contract or order managers to ensure that all contractors' data is accurate and up to date. In particular, it should be used to:

• monitor and verify the active affiliation of contractors' personnel with CERN;
• ensure the validity of required documents;
• maintain accurate data on the registration and affiliation of contractors' personnel.

6. Authorisation to work outside normal working hours and days

An authorisation known as the "Authorisation to work outside normal working hours and days" is required for any work performed outside CERN's normal working hours and must be obtained via the CERN technical contact.

To do so, the responsible of the contracting firm fills in electronically the authorisation, signs, stamps it and then forwards it to the CERN technical contact who also signs it and sends it to the Guards Service (Access.surveillance@cern.ch) as well as to the Fire Brigade (Fire.Brigade@cern.ch) by email.

The Guards then create the access requests in ADaMS for the person(s) mentioned on the form. The member of the contractor's personnel can then access to the site by presenting their access card to the security guard at Entrance B.

It should be noted that the concerned persons must always keep their authorisation with them.

N.B. When contractor's personnel need access to the CERN's not-fenced domain outside normal working hours, they only need to be registered. The document "Authorisation to work outside normal working hours and days" is not required in this case.

7. Specific case of the year-end closure

If the contractor's personnel need to access the CERN site during the end-of-year closure, they must take into account the following conditions:

• The authorization to work documents must be issued before the closure,
• The authorization to work documents for 2025 end on December 19^th 2025,
• The authorization to work documents for 2026 start on December 20^th 2025, and cannot extend beyond December 18^th 2026.
• No access cards can be issued during the closure.

8. End of mission

8.1 End of mission before the projected end date

When the contractor's personnel mission at CERN ends before the projected end date, the contractor's representative or the contractor’s manager must ensure that the contractor personnel’s affiliation with CERN is terminated.

8.2 End of mission on the scheduled end date

If the contractor's personnel mission ends on the projected end date, the affiliation will be automatically terminated.

8.3 Expiry date of identity documents

If the contractor personnel's documents (identity document, residence or work permit, etc.) expire before the projected mission end date, the affiliation with CERN will also be automatically terminated.

9. Withdrawal of the access card

Non-compliance with the rules applicable on the CERN Site can lead to the withdrawal of the access card and thus of the authorisation to enter the CERN Site and / or the withdrawal of the right to enter with a vehicle, without compensation by CERN on this basis.

The Purchasing service must be involved before any action and/or sanctions are taken.