Users’ Office News

1. Users’ Office News Chris Onions ACCU June 10th, 2009

2. Issue of Cartes de legitimation type P • The DocLeg system was used for the first user (USER/UPAS) requests for the new “Cartes de legitimation of type P” on April 6th • “Attestations de Fonctions (AF)” are now being replaced at CERN contract renewal time • 210 cards have been issued for users (as of last week)

3. Issue of Cartes de legitimation type P (2) • Starting to inform USERs of the possibility of replacing the AFs before contract renewal • Users are being invited by e-mail to choose a time slot for an appointment • Started with AFs expiring in 2011 (Jan, Feb, Mar, Apr) • Reminder • Credit card format (see next slide) • Family members now receive individual cards with photos (must be taken at building 55) • The User must come to the Users’ Office to collect and sign the card • The e-mail warning of contract end informs users of the steps to take

4. Example of card

5. Ci permits • The new CL gives the right for family members residing with a user in Switzerlandto obtain a Ci permit • Children must have entered CH and been in possession of an AF or CL before the age of 21

6. Ci permits - procedure • Complete a DEMANDE D'ATTESTATION ("Permis Ci") • Write a cover letter to the Swiss Mission The above can be obtained from the Users’ Office • The Swiss Mission sends the attestation to the home address of the user

7. Ci permits – procedure (2) • When the family member finds a job, they must go to the OCP with: • The “DEMANDE D'ATTESTATION” • Their CL • The OCP will deliver a Ci permit, in exchange for the CL • If the family member has another Swiss permit (e.g. B permit) it must be exchanged for a Ci permit

8. Ci permits – procedure (3) • The Ci permit is only valid up to the end of validity of the CL • If the CL is extended, the Ci permit can then be extended at the OCP • At the end of the CERN contract, all family members must return their CLs and any Ci permits

9. Pre-Registration Tool (PRT) • Docleg took priority • Work should re-start on this soon • introduction not before Autumn

10. Termination of contracts • When a User does not extend their CERN contract we give them a grace period before terminating the contract • Now that a User can renew via EDH remotely, this grace period is gradually being reduced • The User’s CERN access card is in any case invalidafter the contract end date

11. Invitation letters/visas • The list of signatories for official invitation letters has been updated • Each LHC experiment now has a person who can sign • The model invitation letters on the Relations with the Host States Service website have been updated • The text has been adapted to changes following Switzerland joining Schengen

12. Miscellaneous • Important changes made recently on the web site: • Visa information updated • Document “Before Coming to CERN” updated accordingly • Users’ Office webcam replaced • Password now required, see http://cern.ch/ph-dep-UsersOffice/Webcam.htm

13. Users’ Office 20th Anniversary • The Users’ Office was set up in July 1989 • We will celebrate the 20th anniversary on Tuesday, September 8th, the day before the next ACCU • ACCU delegates will be invited

14. Safety courses • The safety video shown in building 55 was suppressed at the end of March • The new safety course for newcomers is obligatory for access to the CERN sites and is now available online: • With AIS login: accessible from any computer (office, home, etc.) on SIR (Safety Information Registration, http://sir.cern.ch ) • Without AIS login: some freely accessible computers are available at the kiosk on the ground floor of building 55, R-002 (CERN access card required)

15. Safety courses (2) • The 3 levels available online: • level 1 : Safety at CERN • level 2 : General risks • level 3 : Specific risks • The set “level 1 and 2” (Basic Safety), is obligatory for all. • Level 3 is obligatory for all except administrative staff