Welcome to the Beams Department ! - CERN Indico
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Welcome to the Beams Department !
1
BE Central Secretariat - Who are we?
Arrivals, Departures, Part-Time and
Extensions and
Transfers and Teleworking
Terminations
Contract Formalities Requests
Special (Paid and
Maternity and Home Leaves and
Unpaid) Leave and
Paternity Leave Additional Travel
Student Leave
Change in Family
Situation (Marriage, Locks and Keys Occupational
PACS, Birth, order Accident and Illness
Divorce, etc.)
BE.Central.Secretariat@cern.ch 774/1-013
11/27/2020 BE Welcome 2
BE Organization
Department Head: P. Collier
Deputy: M. Lamont
Head of Department’s Office Admin., Safety and Resources
(BE-HDO) (BE-ASR)
P.Collier R. Billen
Accelerators & Beam Physics Beam Instrumentation Activities
(BE-ABP) (BE-BI) Operation/Exploitation:
G. Arduini R. Jones
• Machines
Controls Industrial Controls & Safety Systems
• Technical Infrastructure
(BE-CO)
E. Hatziangeli
(BE-ICS) • Experimental Areas
P. Sollander
• Site Access & Safety
Systems
Radio Frequency Operations
(BE-RF) (BE-OP) Projects:
E. Jensen R.Steerenberg • Consolidation
• Upgrades
Note: Soon you will be informed • Approved Projects
about the reorganization that will Studies:
take place beginning of 2021 • New Facilities/machines
BE Welcome 11/27/2020 3
BE WEBSITE & NEWS
• http://beams.web.cern.ch/
• All BE related news and information
• BE Mandate/Group Activities
• http://beams.web.cern.ch/content/mandate
• Events/Seminars
• Trainings
• Mobility Opportunities
• BE & Group organigrams
• ECHO: Every two weeks the Staff Association
publishes its latest news
NEWS @ CERN
CERN Bulletin: http://Bulletin.cern.ch
BE Newsletter:
https://cds.cern.ch/collection/BE%20Newsletters
?ln=el
11/27/2020 BE Welcome 4
Pentecost Monday
Leave Entitlements
Annual Leave:
• CERN Leave Year : 1st October to 30th September
• 2.5 days of annual leave per month – EDH
• Can be used within the “forecast”
• 30th September – no more than 30 days to be transferred onto the next leave year
Remainder of 2020: Annual closure; from Saturday, 19th December 2020 until Sunday, 3rd
January 2021 inclusive.
Official bank holidays @ CERN in 2021:
Friday, 2nd April (Good Friday) Thursday, 13th May (Ascension day)
Monday, 5th April (Easter Monday) Friday, 14th May (comp. 1st May) TBC
Thursday, 24th May (Whit Monday) Thursday, 9th September («Jeûne genevois)
Annual Closure 2021: Wednesday 22nd December 2021 to Tuesday 4th January 2022 inclusive.
11/27/2020 BE Welcome 5
Leave Entitlements
Where do I input leave?
www.edh.cern.ch
SICK LEAVE
Who and when to contact in the event of a medical absence?
Send an email to your Supervisor, with group secretary in copy for administrative
action, as soon as possible.
A medical certificate for illness/accident or for a medical examination or treatment must
be provided for any absence of more than 3 consecutive days.
11/27/2020 BE Welcome 6
Special Paid Leave Entitlements Handled by the central secretariat : BE.CENTRAL.SECRETARIAT@CERN.CH Staff : Home Leave & Additional Travel. Travel days and a lump sum (if in receipt of an international indemnity). HRA: Aurélie CHOY Fellows: Home Leave. Travel days. HRC: Katharine THOMAS-CHEVREUX Doctoral Students: Special Paid Leave. 10 days & 1 paid trip per contractual year granted to visit your university. HRC: Priscilla MARINHO VALAVICIUS Technical Students: Special Paid Leave. 2 days per 6 month period granted to visit university (exam/class). HRC: Celine DELIEUTRAZ Administrative Students: Special Paid Leave. 2 days per 6 month period granted to visit university (exam/class). HRC: Adriana BEJAOUI 11/27/2020 BE Welcome 7
Home Leave (STAFF & FELL only)
Staff and Fellows are entitled to Home Leave. You can see if you are entitled in the
Absence request in EDH.
Home leave consist of at least 5
calendar days, excluding the
indicated travel days (up to 4 days
depending on your entitlement).
Home Leave must be taken to
travel to the home station and can
be supplemented with weekend,
and annual/short term saved
leave.
Please note that if you return from
Home Leave and sign the leave to
confirm, that it cannot be modified.
If you need to change a Home
Leave you have entered:
1) Cancel it in advance in your
absence list (preferable),
2) Reject the Home Leave
absence document when it
comes back to you for
confirmation
11/27/2020 BE Welcome 8
Obligations CERN Health Insurance Scheme – CHIS (UNIQA): Affiliation to CHIS is mandatory for Staff, Fellows & Students To request the reimbursement of medical expenses: MyUniqa.ch Please note that medical expenses/bills over 12 months old will not be reimbursed. Health Insurance Notes: • Students from Switzerland must have their own health insurance (e.g. LAMal or other private insurance) • PJAS must also have their own health insurance (normally via their home institute) • VIs are insured by APRIL international (via French Ministry) • FTECs are insured by SANITAS (via CIEMAT) • FCTs are insured by FCT For those non-insured via CERN - contact your HRC for more details 11/27/2020 BE Welcome 9
Obligations
CHANGE OF FAMILY SITUATION:
Marriage/PACS/Birth/Divorce (the family situation) must be declared in EDH within
30 calendar days of the event.
STAFF/FELLOW: Medical insurance for spouse/partner is wanted, please fill in the
Health Insurance Declaration once the Family Situation Document has been
approved.
Option to choose if CHIS to be used as primary (basic) or complementary
(secondary) health insurance.
STUDENTS: Spouse/partner is automatically affiliated to CHIS on a compulsory
basis when the EDH declaration is complete (this will replace the former insurance).
More information can be found here.
Change of local address: should always be declared in EDH within 30 calendar days
11/27/2020 BE Welcome 10CHIS – Website
https://chis.web.cern.ch/
11/27/2020 BE Welcome 11Create your Profile at MyUniqa.ch
At MyUniqa.ch, you will be able to make your reimbursement requests of your
medical expenses.
To create your online profile, you will need to enter in the details as seen below:
NB: In “Insured number” - enter your 6-digit CERN ID. NOTE: you will be able
to activate your
ex. XXXXXX.0 account as soon as you
receive your Uniqa
card by post
Your profile should then be created!
11/27/2020 BE Welcome 12Obligations Please note that there will be delays in receiving the cards due the
circumstances, but you should do the application as soon as you
arrive in the local area. You can do everything remotely, please click
here to request the French card and here for the designated FAQ
concerning FRENCH/SWISS cards in respect to COVID-19.
SWISS & FRENCH CARDS
The legitimation cards issued to members of the CERN personnel and their family
members entitle the holder to live in Switzerland or France and to travel within the
Schengen Area without a visa.
The Cards service is located in bldg. 33-1-024 ( 79494 or 62829).
• Application to Swiss card is done automatically by CERN
(Not necessary for citizens of Swiss nationality): https://admin-
eguide.web.cern.ch/node/1301
• Application for French Card (not necessary for citizens of French nationality):
https://admin-eguide.web.cern.ch/node/1306
The French Card request must be submitted no
later than the 1st TWO months from your arrival
in CERN local area!
11/27/2020 BE Welcome 13Communication Workshop
All Staff members and Fellows must complete two full day communication
workshops:
1) General communication Until the end of 2020 these
2) Cross-Cultural communication courses are delivered
1) In EDH : Learning Hub virtually via Zoom
2) Available in both English and French
Budget code to be used:
62306
11/27/2020 BE Welcome 14Arrival Travel to CERN Reimbursement
Available to Staff, Fellows and TRNE VI:
- Exact travel costs are reimbursed (flights, trains, etc.),
- If you travelled by car, a price equivalent to public transport will be found
and reimbursed.
Available to Students:
- A location-based lump sum is reimbursed.
Steps to receive reimbursement:
1) Ensure that your local address is registered within 30 calendar days on EDH
(Change of local address).
Note: if you are located in the CERN Hostel, we will not be able to proceed with the travel reimbursement until you find a permanent address.
2) Open a Swiss Bank account
3) Email BE.Central.Secretariat@cern.ch to let us know 1 & 2 are done
For STAFF, FELL & TRNE VI; we need your invoices, itineraries and proof
of payment.
11/27/2020 BE Welcome 15Emergency Contacts
Please do not forget to complete the emergency contact form in EDH.
Please note that this is mandatory and that it’s a good idea to keep on top of
this, should any emergency contacts change during your time here, make sure
to keep this EDH document updated.
11/27/2020 BE Welcome 16COVID-19 Information
Please find here all the frequently asked questions regarding COVID-19
Here you can find the general travel restrictions in France and Switzerland.
You should first and foremost follow the instructions of the Host States,
Switzerland and France, and put yourself in quarantine according to the rules of
your place of residence.
You should contact COVID-19 helpline (Covid19.Helpline@cern.ch or +41 22 766
7777 from Monday to Friday, 8 a.m. - 5 p.m.) in the below cases:
• Person with COVID-19 symptoms (suspected)
• Person infected by the COVID-19 (confirmed)
• Person who has been in close contact (at CERN or outside) with a person who is
suspected or confirmed
• Person arriving or returning from a red zone listed on the French or on the Swiss list
The above must be considered with the details given here: https://hse.cern/content/medical-and-travel-quarantine-covid-19
11/27/2020 BE Welcome 17Financial Aspects
CERN requires a Swiss bank account to pay your salary/subsistence and other indemnities where applicable.
• 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 Swiss Franc accounts (i.e. an IBAN starting with CH), such as Crédit Mutuel, CIC, Crédit Agricole
etc.
• To receive your first salary/subsistence, this should be opened and registered by the 18th of the month.
• Once set up, please register it on https://edh.cern.ch/Document/BankDetails.
• If this is not possible by 18th, please contact us @ be.central.secretariat@cern.ch to discuss your
options.
• If you already have a Swiss bank account, please ensure it is duly registered using the link given above.
Please note that the account must be your
own, as CERN only pays the working
member directly.
11/27/2020 BE Welcome 18Financial Aspects The remuneration is paid around the 25th day of each month and transferred to a Swiss bank account in Swiss francs. To open a Swiss Bank account, you need a Swiss Card. This may not be ready in time, so you can request an Attestation in lieu of the card through a CERN Service Portal ticket. Taxation at CERN: You are exempt from paying taxes, but you must declare your income to the country you live in – more information can be found on the Admin eGuide. Self-Service for various attestations (work, training etc.) which can be found on HRT . 11/27/2020 BE Welcome 19
Banks / Post Office
Mon – Fri:
08:30-12:00 &
Tues &
13:00-16:30
Thurs:
(Cash Desk
9:00-12:00 &
open only
14:15-17:00
during
mornings)
Mon – Fri: Mon-Thurs:
09:00-11:00 9:30-12:30
11/27/2020 BE Welcome 20Transportation
• To rent a bike (short and long-term rental): http://smb-
dep.web.cern.ch/en/Mobility/CERN_bikes_rental
• CERN Shuttle Service: https://smb-dep.web.cern.ch/en/Mobility_Shuttle
• Geneva Public Transportation: www.tpg.ch
Secondhand vehicles available on:
• To apply for Green-plate vehicle registration – registration of vehicle of persons
residing in France exempt from import duties. Available only if you have a French
Card.
11/27/2020 BE Welcome 21Transportation & COVID-19
• CERN Shuttle Service: Circuit 1 and 2 are currently in operation. Other circuits remain
inactive until further notice.
For emergency needs: short term rental still available or
send an email to Shuttle-service@cern.ch
• Mobility Centre: Open from 7.30 a.m. to 6.30 p.m. (Monday to Friday)
Short term car rental and workshop open
• Installation service:
• Permanence @ B.56, 14H30-15H30 (except on Wednesdays)
One person at a time only in the office.
Waiting area in the corridor.
Please respect security distances and hygiene measures.
• installation.service@cern.ch
For further information on the availability of the Services please click here
11/27/2020 BE Welcome 22Data Protection
Please take the time to complete this mandatory course, it only takes a few
minutes!
Click here
11/27/2020 BE Welcome 23Health and Safety measures
You should complete this course only in order to enter the CERN sites. It only takes a
few minutes and without it you won’t be allowed to enter!
Click here
11/27/2020 BE Welcome 24CERN Medical Service
Blood sampling & analyses Infirmary Service (infirmerie) –
Phone: 73802, 163438
Phone: 73186, 78435
Email: infirmary.service@cern.ch
Email: medical.service@cern.ch
Location: 57/R
Working days Mo-Fri: 8h00 to 17h30
In case of emergency, injury or need of
immediate care, call 74444 (fire brigade).
Medical Consultation (Medical
Secretariat)
Phone: 73186, 78435 Psychologist Consultations
Email: medical.service@cern.ch (Medical Secretariat)
Location: 57/1
Phone: 73186, 78435
Working days Mo-Fri: 8h00 to 17h30
Email: psychologist-me@cern.ch
Helpline COVID19
Location: 57/1
Phone: 67777
Tue & Thu mornings 8h30 to 12h30
Email: covid19.helpline@cern.ch
Mo & Thu afternoons 13h00 to17h30
(available from 08h00 to 17h00)
You can find additional information here
11/27/2020 BE Welcome 25Restaurants at CERN
Cafeteria / Restaurant No.1 NOVAE Cafeteria / Restaurant No.2 NOVAE
(Meyrin) – OPEN FROM 7H TO 16H! (Meyrin) – CURRENTLY CLOSED
Phone: 72814, 164470 Phone: 73855,163063
Email: Restaurant1@cern.ch Email: Restaurant2@cern.ch
Location: 501 Location: 504
As from 26.10.2020 will provide warm meals from 11:00 to
14:30. It is recommended to have 30 min lunches to allow Cafeteria O’ délices (Prevessin) –
for everyone to visit whilst seating is limited. OPEN FROM 7H TO 17H00!
CLICK&COLLECT is also and option to reduce presence Phone: 16 74 55 (+41075 411 7455)
in the open restaurants. Email: odelices774@gmail.com
Location: 774
Cafeteria / Restaurant No.3 NOVAE
(Prevessin) – OPEN FROM 7H TO
14H30!
Phone: 77073
Email: Restaurant3@cern.ch
Location: 866/R-A30
All other cafeterias are closed
until further notice
11/27/2020 BE Welcome 26A Note from HR
On this webpage, you will find plenty of useful information to help you ease in
to your new life at CERN.
This can be found on this website in the “Welcome to CERN” box: https://hr-
dep.web.cern.ch/
11/27/2020 BE Welcome 27French Integration Course
Applicable to Staff, Fellows, Associates (PJAS, Applicable to Students (Tech, Admi, Doct)
SASS, CASS) and Trainees (VI, FCT, FTEC)
Note: Depending on the evolution of the
situation related to the covid-19, the
session will be held either in virtual
classrooms or face-to-face classrooms.
You will receive detailed information in
your invitation email, but these classes
may be considered low priority for
the time being.
French Integration Course
We will send you a communication soon regarding the administrative steps necessary to sign up to a French
Course.
The Budget Code to be used: 62306 (paid on Departmental level, not charged to Group’s budget).
11/27/2020 BE Welcome 28French Course (Available to all Statuses) Language Tandem is also available to those who would like to meet CERN Welcome Club provides with other CERN people to improve many cheaper language their language skills. classes. 11/27/2020 BE Welcome 29
HELP ! HR FRONTLINE, provides services in the following areas: o Day-to-day work and career concerns of CERN STAFF Members o Support to supervisors in their HR and peoples activities o Putting into operation the HR Strategy o Support to change management activities 11/27/2020 BE Welcome 30
Expert Services
Contacts Office Email / website Phone
+ Find contact people via CERN
HR contacts (depending on your https://hr.web.cern.ch/i-have-question-who-can-i-contact phonebook
contractual status)
http://directory.web.cern.ch/directory/
Generic Administrative Formalities 33/1-008 records.office@cern.ch +41 22 76 73854
French and Swiss Card 33/1-024 hr-cards.support@cern.ch +41 22 76 79494
VISA Visa.hr@cern.ch
Access Card 55/R access.registration@cern.ch +41 22 76 76903
CHIS chis.shipid@cern.ch / www.cern.ch/chis +41 22 76 64367
UNIQA 63/R-001 uniqa.assurances@cern.ch +41 22 76 72730
Pension Service 5/5-019, Pension-Benefits@cern.ch http://pensionfund.cern.ch/en/ +41 22 767 87 98 Tuesday / Wednesday / Thursday
021, 023 +41 22 767 27 38 9.30-11.30 and 14.30-16.30
School fees Service (case by case) 33 1-017 Schoolfees.service@cern.ch +41 22 76 72862
+41 22 76 71421
Family allowance (Staff & Fellows) 33 1-017 HR-Family.Allowance@cern.ch +41 22 76 62959
https://home.cern/news/official-news/cern/family-benefits- +41 22 76 72862
obligation-provide-information-2
Installation indemnity (case by case) 33/1-017 nadege.bordon@cern.ch +41 22 76 72862
33/1-005 elodie.kurzen@cern.ch +41 22 76 64413
Social Affairs Service 33/1-038 Social.Affairs@cern.ch +41 22 76 74201 Monday to Friday
https://hr.web.cern.ch/social-affairs-service-0 +41 75 41 19373 8.30-12.30 and 13.30–17.30
Housing Service 39 Housing.service@cern.ch / +41 22 76 74481
https://smb-dep.web.cern.ch/en/CERN_Housing
Medical Service 57/1-008 medical.service@cern.ch +41 22 76 73186
Staff Association 64/R-010 Staff.association@cern.ch +41 22 76 72819
+41 22 76 74224
Service Desk 55 Service-desk@cern.ch or SNOW +41 22 76 77777
CERN Fire Brigade 65 +41 22 76 74444
Ombuds 500/1-004 ombuds@cern.ch / https://ombuds.web.cern.ch/ +41 22 76 73566
41 75 41 12496
11/27/2020 BE Welcome 31Additional information
General Information
Working hours: 08:30-17:30 including one-hour lunch break from 12:30-13:30
CERN entrance hours: click here
Acronyms and abbreviations used within CERN: click here
STAFF Association is addressed to MPE & MPA
Personal Life
Housing and Accommodation
http://gs-dep.web.cern.ch/en/CERN_Housing
https://marketplace.web.cern.ch/
www.leboncoin.fr
www.ghi.ch
www.glocals.com
Family
Social Service: https://hr.web.cern.ch/social-affairs-service-0 bldg. 33-1-038, 7 42 01, 16 9373, @ social.affairs@cern.ch
CERN Nursery School: http://nurseryschool.web.cern.ch/ bldg. 562, 7 36 04 @ staff.kindergarten@cern.ch
School Fees: https://admin-eguide.web.cern.ch/node/711, bldg.33-1-017, 7 28 62, 7 14 21 @ schoolfees.service@cern.ch
11/27/2020 BE Welcome 32Keys
Your keys are already ordered, unless otherwise indicated by email - your
supervisor or your Group Secretary will give you your keys.
Please make sure to keep an eye on these keys.
If they are lost you have to declare them via Service Now Ticket
A new key can be requested here:
https://edh.cern.ch/Document/General/KeysRequest
REMINDER! Members of the personnel living in France, as well as those living in
Switzerland who need to go to a CERN site in France, should carry a CERN
attestation, which is equivalent to a French permanent Justificatif de déplacement
professionnel. Please note, that this will only be available within the following days
once you get your access card. If you have any issues, just let us know.
11/27/2020 BE Welcome 33COVID - Best Practices
Please note the following measures, as approved following the Host state guidelines:
• Coffee rooms in the departments must not be used for shared coffee breaks
during the pandemic
• They should be used only for preparing hot drinks or food to then be
consumed in respective offices
• Communal breaks outside are allowed, but physical distancing of two metres must
be respected
• Surgical masks must be worn at all times, from the moment of entry to any
building, meeting rooms, shared offices and even when seated at distances greater
than two metres with sufficient ventilation
In addition, normal social distancing rules should also apply
People who must share an office/lab at the same time must wear as mask
Masks may only be taken off when alone and seated in their office
Only type 1 masks (or better) may be worn on the CERN sites. MPE and MPA
personnel must wear masks supplied by CERN
Physical meetings of >5 people are prohibited
Meetings that must take place =How Do I Stay Informed?
Things are always changing, so
it’s our own responsibility to
ensure we stay up-to-date with
the latest safety information:
1) We receive a weekly email
from ‘Covid19 updates’ with
recent and useful updates,
with links for you to follow and
read
2) Make sure to pay attention to
any information sent to you
from you hierarchy or your
Please make sure to check the HSE link GAO, who share information
for any updated information, or any that has been fed down from
Covid19 related questions you may have. the administration
11/27/2020 BE Welcome 35Thank you for your participation!
Question time!!You can also read
