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. Pre-registration

The contractor's representative(s) use either the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO) via EDH, or the PRT application to pre-register the members of their personnel required to work at CERN, by following the instructions set out in the EDH document's online help. 

The process must be triggered a few days before the arrival of the persons concerned, to enable the various information to be synchronized in the tools used.

The “Registration of contractor's and temporary personnel - guidelines” page has been set up to guide contractor's representative(s) in the following scenarios: the contractor's representative is not registered at CERN and does not have a computing account, or the contractor's representative does not have access to the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO).

For more information, please refer to the knowledge base article  "Access to register Contractors and Temporary workers at CERN - PRT and PREGRO via EDH".

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.

During pre-registration, the contractor uploads scanned copies of the following documents to the formulaire de pré-enregistrement pour les contractants / Pre-registration form for Contractors (PREGRO) or via the PRT application:

• 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.

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

The CERN Community Support Centre checks the request received via EDH or PRT 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 with the originals of the scanned documents to finalise the file.

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. Registration

When the order or contract has been signed by CERN and the file validated by the CERN Community Support Centre, the member of the contractor's personnel (except for contractors' personnel working remotely) must proceed to the CERN Community Support Centre located in Building 33 with the originals of the documents that were submitted in the EDH form.

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

In addition, the contractors' personnel must also follow the computer security course, in 5 days after the validation of the computing account, if the person is entitled to a CERN computing account and take the following online training courses via the CERN Training Catalogue (Learning Hub).

Special case: contractors' personnel working remotely

Some contracts or work orders provide for the possibility of personnel working exclusively remotely (teleworking). 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;
• the registration forms and identity documents of the person concerned;
• an e-mail from the technical contact authorising teleworking for the person concerned (submitted to the approval of the commercial responsible (Procurement Officer));
• 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.

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

3. Follow up of the registrations through the dashboard

The Contractor's dashboard is a tool designed to facilitate the monitoring and management of contractors' 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.

3.1 Access to 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.

3.2 Dashboard use

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.

4. Registration of vehicles

To enable correct traceability, it is recommended that contact persons for the contractor register the professional vehicles used by their personnel in their name.

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 contractors 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.

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

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

5. 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.

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.

6. End of mission

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.

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

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.

7. 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.