Please find here below information related to CERN leave policy:
https://admin-eguide.web.cern.ch/en/procedure/leave-cern-overview (EN)
https://admin-eguide.web.cern.ch/procedure/conges-au-cern-sommaire (FR)
Kindly note that HR added the option "private car left at CERN during the absence period" you will find under the "general information frame" of the EDH leave request form. Please tick this option when appropriate.
Annual Leaves
Admin e-guide here
Illness leaves
You are entitled with 7 days/year of sickness leave without medical certificate but you cannot exceed 3 consecutive days without providing such certificate. Any exceeding absence shall be deduced from your leave credits or charged as special unremunerated leave if the leave credits are exhausted.
Note that medical certificates that are backdated by more than 10 calendar days shall not be accepted !
Any long illness should be covered by a monthly medical certificate
HR recommendations to member of the personnel who have a medical examination or treatment during working hours:
- Absence < 2 hours: supervisor agreement required (email) so no need to provide a medical certificate
- Absence > 2 hours: an illness leave or an annual leave must be registered via EDH. The illness leave could be covered by a medical certificate.
Templates that you can use in such case:
- English version: 
CERTIFICAT-EXAM-TREATMENT-10-2015.pdf
- French version: CERTIFICAT-EXAM-TRAITEMENT-10-2015-fr.pdf
HR has also set up templates that you are encouraged to submit to your doctor in case of illness.
Please find them here below:
- English version: CERTIFICATE-ILLNESS-ACCIDENT.EN.pdf
- French version: CERTIFICAT-MALADIE-ACCIDENT.FR.pdf
Back to work: kindly note that if you intend to return to work before the end of an official illness leave, you MUST provide a new medical certificate specifying the new illness end date.
Illness of a close relative: members of the personnel are granted with 7 days/year to assist a sick close relative (child, husband, wife, parents, parents-in-law, brother, sister). Any such absence MUST be covered by a medical certificate - Templates to submit to doctors are available here below:
English version: CERTIFICAT-CLOSE RELATIVE-10-2015.pdf
French version: CERTIFICAT-PARENT PROCHE-10-2015-fr.pdf
Special Leaves for students
- Technical Students: In certain cases, the supervisor may authorise the student to take leave (a maximum of two days per six-month period) to sit an examination at his/her university/school. The student must contact his/her group secretariat SY.BI.secretariat@cern.ch for the formalities.
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The group secretariat records the leave in EDH as “special paid leave”, indicating the grounds for the leave in the comments box and archives the corresponding substantiating documentation (e.g. a student’s examination attendance letter). CERN will not pay travel expenses nor subsistence allowance for this trip. |
- Doctoral Students: At the written request of the student’s university professor or upon invitation for an academic activity (e.g. to sit exams), the supervisor may authorise the student to spend a maximum of five days in any period of six months at his/her university. CERN may bear the cost of maximum one return trip per contractual year (cheapest available means of travel without subsistence indemnity). Any trip and any days not taken during a contractual year cannot be carried over and is therefore ‘lost’.
The student must submit the supporting documentation (invitation to sit exams, professor's letter) to his/her group secretary SY.BI.secretariat@cern.ch which will carry out the formalities.
A Travel (Duty Travel form) needs to be completed to benefit from the yearly return travel to the University that is covered by CERN.
After verification of the conditions, the secretariat registers the leave in EDH as “special paid leave”, indicating the reasons for the leave in the comments box.
The entitlement to a return travel to the University covered by CERN within the paid special leave DOCT programme, should be organised like a Duty Travel (please refer to the relevant menu: Travel (The PhD students need to know that they can no longer make their own travel arrangements as travel expenses are no longer reimbursed to members as they used to be). Annual trip of the university professor (for Doctoral Students only):
The CERN supervisor’s group will bear the cost of an annual trip to CERN (travel expenses and subsistence allowance) by the university professor provided that he/she does not already hold a contract with CERN at more than 50% of presence (e.g. as User) and the travel is not covered by the latter’s university. |
Subsistence is paid for up to two days.
The payment is executed
a) either as subsistence indemnity, if the professor is not a member of the personnel,
b) or as subsistence allowance, provided that the professor meets the eligibility requirements
Please contact the SY.BI.secretariat@cern.ch for relevant formalities.