Compulsory declaration of the loss or theft of property and of serious events: New rules and reminder

This notification cancels and replaces the notifications published in Bulletins Nos. 13-14/2006 and 28-29/2009 and the update of 18 November 2011.

1.     Definitions

• "fenced part of the CERN site" means all the different fenced areas used by the Organization, including remote buildings and underground facilities,
• "serious event" means any event infringing the rules designed to protect people and property (e.g. attacks, threats, acts of sabotage, vandalism).
   

2.   Internal declarations

The loss or theft of property and serious events must be declared internally if they occur:

• within the fenced part of the CERN site, irrespective of the person and item concerned,
• outside the fenced part of the CERN site if CERN is the owner or custodian of the item concerned.
   

3.   Who must make the declaration?

In principle, the loss or theft of property and serious events must be declared by the persons directly concerned.

However, the following special rules apply in the case of the loss or theft of property belonging to or registered to the Organization:

a)    if a member of a contractor's personnel becomes aware of the loss or theft of such an item, the contractor must immediately inform the CERN manager responsible for the operational or technical aspects of the contract, who must make the declaration,

b)    the rule under a) above does not apply to the CERN access cards and CERN vehicle stickers, for which declarations must be made by the contractor's representative,

c)     declarations concerning the loss or theft of CERN keys must be made by the holder of the key in all cases. Where the holder of the key is employed by a CERN contractor, he must immediately inform the CERN manager responsible for the operational or technical aspects of the contract.

4.   When, to whom and how?

a)    The loss or theft of an item of property must be declared immediately via the Service Portal or the Service Desk (Meyrin site, Building 55, tel.: 77777, open on weekdays from 7.30 a.m. to 6.30 p.m., service-desk@cern.ch).

b)    Serious events must be declared immediately, preferably via the Service Portal or the Service Desk (Meyrin site, Building 55, tel.: 77777, open on weekdays from 7.30 a.m. to 6.30 p.m., service-desk@cern.ch). In exceptional circumstances, such declarations may also be made to the Fire Brigade.

c)     The loss or theft of a Swiss legitimation card must be declared using the special form.

Once the declaration has been made, the persons concerned should contact the following services, where applicable, to arrange for the replacement of the lost or stolen items:

• CERN access cards and CERN vehicle stickers: Registration Service (Meyrin site, Building 55/1, open weekdays from 7.30 a.m. to 4.30 p.m.);
• CERN keys: Locks and Keys Service (Meyrin site, Building 55/2-001, locks.keys@cern.ch, open weekdays from 8.30 a.m. to 12.30 p.m. and from 1.30 p.m. to 5.30 p.m.).
• CERN mobile phones: Labo Telecom (Meyrin site, Building 2, open weekdays from 8.00 a.m. to 6.00 p.m.).
• Legitimation documents (Swiss/French cards): Cards Office (Meyrin site, Building 33/1-024, open weekdays from 8.30 a.m. to 12.30 p.m.) or Users Office (Meyrin site, Building 61, open weekdays from 8.30 a.m. to 12.30 p.m. and from 2 to 4 p.m., closed on Wednesday mornings).
• CERN bicycles: Physics Department Bicycle Service (Meyrin site, Building 124, open weekdays from 8.30 a.m. to 11.30 a.m. and from 1.30 p.m. to 4.30 p.m.).
   

5.   Declarations to external authorities

The Relations with the Host States Service is responsible for reporting incidents to the competent authorities if they occur within the fenced part of the CERN site and concern items belonging to or registered to the Organization.

In all other cases, it is the responsibility of the person(s) concerned to take the necessary steps with the competent authorities of the State on whose territory the incident has occurred.

The theft of CERN access cards and CERN vehicle stickers must be reported to the competent authorities of the country in which the theft has occurred.

It should be noted that declarations concerning documents issued:

• by the Swiss Federal Department of Foreign Affairs (cf. paragraph 4, letter c above) must be sent by post to the Geneva Police (Commissariat de Police, 19, boulevard Carl-Vogt, CH-1211 Genève 8); a copy of the declaration must be attached to the application for a replacement document, which is drawn up by the Cards Office or the Users Office, as appropriate;
• by the French Ministry of Foreign Affairs must be made in person to a French gendarmerie, preferably the one in Thoiry; a copy of the declaration must be attached to the application for a replacement document, which is drawn up by the Cards Office or the Users Office, as appropriate.
   

N.B.: Submission of the above-mentioned declarations does not exempt the person(s) concerned from complying with the other regulations in force, in particular the obligation to inform their hierarchical superiors.

6.   Examples

a)    Loss of a wallet on the fenced part of the CERN site:

• the person concerned must declare the loss through the Service Portal or to the Service Desk (tel. 77777 ; Service-desk@cern.ch),
• the person concerned may report the incident to the police or gendarmerie of the country in which the loss has occurred.
   

b)    Theft of a CERN laptop during a journey outside the CERN site:

• the member of the personnel concerned must declare the theft through the Service Portal or to the Service Desk (tel. 77777 ; Service-desk@cern.ch) and,
• the person to whom the computer was registered at the time of the theft must report the incident to the police or gendarmerie of the country in which it occurred.
   

c)    Disappearance of copper cables at one of the LHC points:

• the member of the personnel responsible for the equipment must declare the disappearance via the Service Portal or the Service Desk (tel. 77777 ; Service-desk@cern.ch) and,
• the Relations with the Host States Service will report the disappearance to the police or gendarmerie of the country in which the LHC point concerned is located.
   

d)    Loss of a CERN key:

• the loss must be declared via the Service Portal or the Service Desk (tel. 77777 ; Service-desk@cern.ch) and,
• an application for a new key must be submitted to the Locks and Keys service (Building 55).
   

e)    Theft of a special French residence permit (“titre de séjour”):

• the theft must be declared to the Thoiry gendarmerie (Ain) or the nearest gendarmerie or police station and,
• an application for a replacement must be submitted to the Cards Office or the Users Office, depending on the status of the member of the personnel concerned.
   

Relations with the Host States Service
http://www.cern.ch/relations/
relations.secretariat@cern.ch
Tel.: 72848