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Check-In Procedure
Checklist by EDH
A USER or UPAS can request the extension of their CERN contract or a change of percentage presence at CERN using the CERN Electronic Document handling system EDH to complete a User Checklist (UCL), which is used to verify/update existing information in the CERN database and request authorisation signatures.

The document is routed to the Team Leader or Deputy (or CERN Group Leader for UPAS) for approval, then to the CERN Users’ Office for final approval.

You will need your NICE login id and password as well as the EDH authorisation password (not the same as your NICE password). If you do not remember either of these passwords, or have not yet been allocated an EDH authorisation password, please contact the
Computing Help Desk
Helpdesk@cern.ch
Telephone +41 22 767 8888
To complete your information and request contract extension using the UCL, click on :
https://edh.cern.ch/Document/UserCheckList/         (No more than 4 weeks before contract expiry for an extension request!!!)

WARNING: Only the latest versions of Firefox, Internet Explorer or Safari are supported !!!
1. Fully complete the document - note that the SAVE button allows you to save the document and complete the details at a later time by re-opening the document (do not start a new one if you have saved and not sent a UCL)
2. For a USER, select the signature method for approval by your Team Leader (TL) or Deputy Team Leader (DTL) then sign the document using your EDH authorisation password.
  If you have selected :
  a) The document will be routed to your Team Leader (TL) or Deputy Team Leader (DTL) for signature depending on your choice **
  b) Once the TL or DTL has signed the document it will be routed to the Users' Office. If everything is complete the document will be signed by the Users’ Office and you will be informed of the new end date of your contract
  In the majority of cases the contract renewal can be done without passing by the Users’ Office, however if the required supporting documents have not been attached, or you have Host States documents which need to be renewed, you will have to bring them to the Office in order to extend your contract.

  Manual Signature : When the TL or DTL do not have EDH accounts:

  a) Sign the EDH document using your EDHauthorisation password
  b) Print the document
  c) Ask your TL or DTL to sign the printed document **
  d) Bring the signed paper copy to the Users' Office in order to extend your contract
3. For UPAS, the document is automatically routed to the CERN group leader for signature.
4. Once the document is complete, you must click the SEND button to route it for further approval.
  When you click the SEND button, a window will pop-up asking for your authorisationpassword. If you do not see this pop-up, there may be several reasons :
  a) You have blocked pop-ups in your browser
  b) You are using a non-supported browser (see warning above)
  To review the status of the document, open the specific document number which was allocated.
  ** NOTE: Team Leaders and Deputies who have not been officially nominated by their institute will not be displayed and cannot sign. If the there is no name displayed then you cannot renew your contract until the institute nominates a Team Leader!!
What happens to the UCL document once you have sent it ?
For a USER:
 
  • The document is routed to the Team Leader (TL) or Deputy Team Leader (DTL) to sign.
  • When the TL or DTL has signed, it is routed to the Users' Office
  • If all supporting documents have been attached, the Users' Office will accept the UCL, prolong the CERN contract and send an e-mail to inform you
  • If documents are missing, the UCL is blocked and you receive an e-mail explaining what documents are required
For a UPAS (User participating as an individual scientist, not participating in an experiment):
 
  • The document is routed to the Group Leader (GL) or deputy (DGL) of the CERN group to sign.
  • When the GL or DGL has signed it is routed to the Department Administrative Office (DAO) for signature.
  • When the DAO has signed it is routed to the Users' Office
  • If all supporting documents have been attached, the Users' Office will accept the document, prolong the contract and send an e-mail to inform you
  • If documents are missing, the UCL is blocked and you receive an e-mail explaining what documents are required
NOTE: If the GL/DGL/TL/DTL does not sign, it stays with them for 3 days and is then automatically routed to the replacement person. If there is no replacement, it stays with them until it is signed.
If you have not received an e-mail from the Users' Office concerning your document, please check the status by opening the specific document number which was allocated when you created it. It is most likely awaiting the GL, DGL, TL or DTL signature.
User Check List Quick Reference Guide: http://cern.ch/ais/apps/edh/pdfdocs/QRG_userchecklist_English.pdf
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