Visiting CERN/CLEAR (short term - 2 days max)

• Access to CERN site for visitors is governed by the instructions available here. This kind of access is suitable for visiting CERN/CLEAR, but typically this is not enough for performing an experiment at CLEAR.

Registration under the CLEAR Experiment as PROJ (for long-term visits - 1 year max) 

Please check with your CLEAR contact the best way to register you while at CERN. The possibilities are the following:

• Participants in CLEAR experiment should be registered as MPA (COAS or VISC) whenever a collaboration agreement with the Institute exists (for COAS registration only).
• If there is no existing agreement or if the MPA registration is not possible, collaborators should be registered through the EXTERNAL status under the PROJ category. The instructions below concern the external registration only. MPA (COAS or VISC) will receive instructions from the department concerned in due time.

1. The official procedure is described here (access to this link is possible only with a valid CERN account) and resumed below:
   • A CERN guarantor is needed (typically a CERN staff member).
   • The registration should be requested by the user (putting in copy the  CERN guarantor) to the CLEAR secretariat ​​who will launch the registration electronically. You will receive instructions to proceed through your e-mail address.
   • On the electronic form, it is convenient to indicate a start date that is earlier than your arrival. In this way, additional formalities (user account activation, access request, online training) can be performed before your arrival.
   • The document “External Use of CERN Research Facilities" should also be dated, signed, and returned to the CLEAR secretariat.
   • Once the registration is completed by the CLEAR secretariat, and on the date indicated as the start date in the registration form, a new CERN account will be created.
2. The CERN account needs to be activated either "in-person" on the arrival day or "remotely" before arriving at CERN:
   • Activate the CERN account in person on the first day at CERN (typical):
     • ​In this case, you should first obtain your CERN access card - see below - by coming to building 33 (main reception, in front of the tram stop) and providing an ID card or passport.
     • The CERN account can then be activated in the same office (to be verified - Sep.2024).
   • Activate the CERN account before the arrival at CERN (for example, to allow for attending online training before arriving at CERN):
     • send an email to the CERN ServiceDesk asking for the “Account activation for External” activate your account and obtain the related credentials.
     • A copy of an ID or passport will be requested.
     • You will receive all necessary instructions, but basically, you will have to log in to the account configuration wizard at http://cern.ch/wizard.
     • Note that you will need to follow the Computer Security online training (see below) within 5 days of your activation, otherwise the account will be blocked. 
     • For further details, see also this page and this page.
3. Request access to CLEAR premises:
   • with a valid CERN account, one can ask for access to the facility via ADAMS interface. Typical access to be requested are:
     • "CTF3 control room" -> main control room of CLEAR (requires special safety courses - see below)
     • "CTF3 : CTF2 & CTF3" -> actual accelerator (requires special safety courses and dosimeter - see below)
     • "CTF Klystron gallery" -> technical infrastructure, normally not access needed for users (requires special safety courses and dosimeter - see below)
   • ​For "externals" it is the responsibility of the CERN guarantor to do the request and/or verify if all required conditions are met. Normally, "externals" are not allowed to make access requests in ADAMS.
4. Online training courses have to be followed on the CERN Learning Hub:
   • Compulsory online training courses for fully activating a CERN account:
     • Computer Security (normally done at the time of the computer account activation).
     • Security - Awareness (normally needed for anybody coming on CERN site - as of Oct. 2024)
   • Courses necessary to obtain a dosimeter (also necessary to access CLEAR accelerator hall): 
     • Radiation Protection - Awareness
     • Radiation Protection - Supervised Area
   • Other courses necessary to access CLEAR accelerator hall:  
     • Safety at CERN
     • Emergency Evacuatio​n
     • CERN - Beam facilities
     • Electrical Safety - Awareness - Fundamentals
     • Electrical Safety - Awareness - Facilities
   • Specific courses (optional, or mandatory for specific experiments):
     • Laser - Awareness [mandatory if experiment is planning in using simple laser systems]
     • Chemical Safety - Awareness [mandatory if you will have to handle chemical products]
       • Note that a chemical lab in bld. 10/R-015 can potentially be used for simple preparations. Additional safety forms/documentation will be needed in this case, e.g. see EDMS 2144510. Approval to use the lab must be sought in advance by contacting Colette Charvet and/or Benoit Teissandier.
     • Cryogenic Safety - Awareness [minimum requirement if you will have cryogenic components in your experiment]
     • ATEX Accreditation - Level 1 [mandatory for handling potentially explosive gasses]. Note, this is an on-site course of 4 hours, and with only few sessions per year.
5. ​Obtain a CERN access card:
   • On your first arrival at CERN, you will obtain a CERN access card at building 33 - providing an ID card or passport. Details can be found on service now.
     • If you didn't do it before, you can profit from this time to also activate your CERN account - see above.
   • If you will arrive outside working hours, you might still access CERN site if you made a booking at the hostel.
6. A personal dosimeter is necessary to access certain areas of CLEAR (e.g. the accelerator itself, but not the control room). One can obtain a temporary dosimeter from the Dosimetry Service in building 33 (after having passed the necessary online courses, and having compiled the dosimetry request from - details on the official webpage).
   • Note: such a dosimeter is only valid for 2 months (cumulative). After each of your stays at CERN, please be sure to bring back your dosimeter to building 33, so to "stop" the counting of days holding such a dosimeter.

---

Booking a room in the CERN hostel:

• According to the hostel rules, externals are allowed to stay at the CERN hostel for up to 90 days.
• If you have a valid CERN account, your booking at the CERN hostel can be managed from here: http://smb-dep.web.cern.ch/en/CERN_Housing/CERN_Hotel_BookNow
• If you do not have a CERN account yet, you can write an email to housing.service@cern.ch indicating your name, your status (e.g. EXT PROJ), your booking dates, the name of a CERN guarantor.
• Unless the room is paid by a CERN Budget Code, you will be requested to confirm your bank coordinates directly by calling the CERN hostel.