CERN External Environmental Report Project

2. CEPS Board meeting on 12th April 2019 External environmental report project E. Cennini/HSE-CEN, J. Gillies/IR-SPE EDMS 2138346 v.1

3. Project purpose • Contribute to the implementation of the Director-General’s vision for CERN to become a role model for environmentally responsible research; • Contribute to CERN’s reputation; • Maintain and develop the existing good relationships with the Host States’ environmental regulatory bodies; • Contribute via awareness-raising to triggering environmental protection initiatives and actions within the Organization, for example linked to energy use; • Monitor long-term risk and improve risk management; • Stimulate innovation in environmental protection behaviour and technology. EDMS 2138346 v.1

4. Project goal • Produce a draft CERN external environmental report based on the 2017 internal report, the current environment protection related action plans steered by the CEPS board and the GRI standard for presentation to the Enlarged Directorate in November 2019. • The draft will be updated to cover 2018 and beyond (new objectives) when the data become available. • Subject to Enlarged Directorate approval, the report will be presented to the CERN Council in December and publicly released. • It will include long term commitments in the form of actions identified by the CEPS board and approved by the Directorate and the Enlarged Directorate, along with environmental achievements and initiatives implemented and decided upon so far. EDMS 2138346 v.1

5. Project stakeholders • (The people, groups or organisations that may affect, be affected by, or perceive themselves to be affected by a decision, activity or outcome of the project) • CERN top and line management setting priorities for the Organization; • People within the groups in the Departments, the IR sector and the HSE Unit holding the information required for the report and people able to work on the presentation and wording of the report; • Consultant(s) for environmental protection objectives setting and production of the document, requiring timely delivery of information from CERN; • The Host States relations office, receiving feedback and questions from the Host States Authorities and environmental associations and entities; • The Press Office, receiving feedback and questions from journalists; • The visits service, receiving feedback and questions from members of the public; • The protocol office, receiving feedback and questions from visiting dignitaries; • CERN governance through questions on the Regulatory framework and relations with Host States environmental authorities; • CERN staff questioned by family members, relatives, friends and others -> Information campaign. EDMS 2138346 v.1

6. Project Timeline • Work package 1: • Identifying people within CERN responsible for gathering, verifying and communicating the information to the Project team in a well-defined and timely manner. • Identify the roles and responsibilities of the different contributors such as consultants, and other CERN services such as audio visual and graphic design services. • Work package 2: • Identifying realistic and achievable targets for each of the material topics to be reported upon. This will be achieved in collaboration with the CEPS board members as it is part of the CEPS board mandate. • Work package 3: • Develop a detailed description of the report building on the table of contents. This work package will develop a more detailed description of the report, in collaboration with the consultant. • Work package 4: • This work package involves the production of the report, including writing, graphic design, validation both internally and by the consultant, and finally the securing of GRI accreditation by the consultant. EDMS 2138346 v.1

7. Project Resources, governance, cost • Project Leader: E. Cennini, HSE-CEN (CEPS chairperson) - Deputy Project Leader: J. Gillies, IR-SPE • HSE unit project team members: To be nominated by the HSE Unit Head • IR sector project team members: To be nominated by the Director of IR • A&T sector project team members: To be nominated by the Director of A&T • Research sector team members: To be nominated by the Director of Research • Finance sector project team members: To be nominated by the Director of Finance • Governance • Considering the technical and communication aspects of the project, the governance will be with the Director for International Relations and the Head of the HSE Unit. • Cost estimate • The estimated cost for consultancy on target and materiality setting is 10kCHF. • The estimated cost for consultancy on the document’s production is 10kCHF. EDMS 2138346 v.1

8. Project risks • LS2 activities might delay delivery of the information required, in particular from the EN, SMB, EP and TE Departments. A mitigating measure could be to release the report on the basis of the 2017 data covered in the internal report. • Availability of data as well as accuracy of completeness of data is essential. Delays in the communication of correct and verified data might increase the cost for consultancy and delay the delivery of the draft external environmental report. • There is a reputational risk for the Organization if the report contains inaccurate, incomplete or unfounded information. • There is also a reputational risk in the longer term if the targets identified in the report cannot be met. • Production of a sustainability report implies a long-term commitment from the Organization. EDMS 2138346 v.1