Type of External

Description

Documents

Duration

Registration Action

DIST

External participant in activities and projects, exclusively remote working, does not include any CERN-site access.

  • Last name and first name (as shown on the ID Card or passport)
  • Start date and end date
  • Email address
  • CERN Guarantor (Should be a STAFF)

Maximum one year. Please check if the 1-year duration is justified!

GAO

PROJ

External participant involved in a project or specific activity. The project must be listed in the ‘Reasons for External Participation – PROJ’ section of the admin e-guide. If not listed, it is not possible to launch an EDH/PREGEX, please contact BE Central Secretariat.

  • Last name and first name (as shown on the ID Card or passport)
  • Start date and end date
  • Email address
  • CERN Guarantor (Should be a STAFF)
  • Name of the project (it must be added in EDH/PREGEX, box “remarks”)
  • Signed version of the document “External use of CERN Research Facilities“

Maximum one year.

GAO

CONF

Lecturer or external participant in conferences, seminars, workshops, etc, organised by CERN.

  • Last name and first name (as shown on the ID Card or passport)
  • Start date and end date
  • Email address
  • CERN Guarantor (Should be a STAFF)
  • Link to the conference/workshop (indico, website,)

Maximum six months.

GAO

EUPR

External participant in an EU project (EUROLABS, …)

  • Last name and first name (as shown on the ID Card or passport)
  • Start date and end date
  • Email address
  • CERN Guarantor (Should be a STAFF)
  • Name of the EU project (it must be added in EDH/PREGEX, box “remarks”)
  • Signed version of the document “External use of CERN Research Facilities”
  • Letter of invitation

Maximum one year.

Secretariat responsible for the project management

STAG (job shadowing)

Trainee for a job shadowing. Please see the specific procedure.

  • Last name and first name (as shown on the ID Card or passport)
  • Start date and end date
  • Email address
  • CERN Guarantor (Should be a STAFF)
  • Traineeship agreement (fully signed document).

4 weeks max.

GAO

External registrations are done by GAOs in EDH using formulaire de pré-enregistrement pour les Externals / Pre-registration form for Externals (PREGEX).

Procedure for Registration:

  1. First, GAO checks in HRT if there is a previous registration to ensure there is no overlap.
  2. All necessary documents and information must be collected by GAO (traineeship agreement, memorandum, invitation letter, etc.).
  3. Then, GAO proceeds with the registration via EDH/PREGEX, attaching the required documents.
  4. The External receives an email with instructions to complete their personal data and proceed with identity verification via IDNow.
  5. Finally, CERN Community Support Centre validates the registration, and the External can collect their access card in building 33 and, if necessary, create a CERN computing account.

Insurance for Externals:

  • The responsibility for ensuring that the Externals have adequate social insurance cover in France and Switzerland does not lie with CERN .
  • In the EDH/PREGEX, the Externals have to confirm that they are insured against the financial consequences of illness and accident, otherwise the form can’t be submitted.

Computing account:

  • If a computing account is needed, the supervisor must tick the option in the request.
  • More information in the Admin eguide. For any problems, please contact directly the Service desk (service-desk@cern.ch).
  • Externals are not entitled to an EDH account.

More information:

For more information see the Admin eguide.