Guidelines for
non-ZEISS companies
Instructions on safety,
environmental protection,
fire safety and efficientenergy consumption
for non-ZEISS staff

zeiss.com

Table of contents
Instructions on safety, environmental protection, fire safety
and efficient energy consumption for non-ZEISS staff

1.

General42.

Plant safety43.

Occupational health and safety5

4. 	What to do in emergencies / first aid6

5.

Infection prevention measures(in the event of pandemics)6

6.

Non-ZEISS activities7

6.1

Coordination of activities

8

6.2 Work equipment

9

6.3 Personal protective equipment

96.4 	Fire safety and explosion control /work on open flames

10

6.5 Environmental protection

11

6.6 Conclusion of activities

13

7.

I nformation security and protection13

8. 	Prohibition of cooperation with listed persons14

9.

Confirmation form for non-ZEISS companies15

3

1. General

2. Plant safety

The provisions of this directive apply to non-ZEISS personnel

The ID badges issued at the locations must be presented

at all ZEISS locations in Germany. Non-ZEISS personnel within

without prompting to the plant security staff upon entering

the meaning of this directive include all staff from non-ZEISS

and leaving the company premises, and must be worn visiblycompanies and suppliers as well as visitors and other guests.

and openly while on the premises. The ID badge is intended
to identify persons and authorizes the owner to access the

Non-ZEISS companies performing work under labor or service

areas of the company required to perform his/her duties.

contracts must inform their staff about the contents of thisdirective before beginning their activity. Prior to placement

Only the traffic routes, entrances, exits and plant areasof the order, the non-ZEISS company must return the signed

actually required for the performance of the contractual

confirmation form (see appendix to this directive) to thework may be used or accessed. Areas barred to the ID badge

respective purchasing department of ZEISS.

holder or appropriately marked areas may only be accessed
after consultation with the responsible ZEISS coordinator orDay visitors and suppliers receive information aboutplant security staff and while accompanied by an authorizedoccupational and plant safety, fire safety and environmental

person.

protection in the respective reception area.
The ID badge is only valid for the person to whom it is
ZEISS places great importance on health and safety, fireissued and must not be passed on to third parties. In thesafety, information security, environmental protection, plant

event of misuse, the badge holder’s authorization to accesssafety and efficient energy consumption.

the company premises will be revoked. The speed limits
indicated at the respective location must be observed on

The following provisions are intended to contribute to theplant traffic routes and on access routes to the parking lots.

safety of both our own staff and non-ZEISS personnel, to the

The German Road Traffic Ordinance (StVO) applies. Special

preservation of our plant facilities and technical equipment

care must be taken with industrial trucks and pedestrians.

and to the protection of the environment. The content of thisdirective must be made accessible to all non-ZEISS personnel

Parking on plant traffic routes and the obstruction of

before they enter company property. Compliance with thesepassageways, in particular of escape and rescue routes asprovisions must be monitored by the respective contact

well as emergency exists, are prohibited. Only the indicatedpersons or coordinators at ZEISS (client).

or designated parking spaces may be used. Access routes
for the fire department and areas marked with no-stopping
signs must be kept clear (this also applies to the loading andunloading of vehicles).

4

3. O
 ccupational healthand safety

If any machines, laptops or other equipment needed to fulfill

The principles of occupational health and safety at ZEISS are

a contract are brought onto company premises, they must be

described in the ZEISS Code of Conduct.

reported at the gate upon entering the plant. Plant security
staff conducts spot checks of persons and vehicles leaving

The health and safety of employees is the responsibility

the company premises.

of their respective superiors. This directive is intended asa guideline for ensuring the safety of all ZEISS employees

Photography and filming on company premises are prohibited.

and non-ZEISS personnel temporarily working for or visiting
the company. All persons are obligated to make their own
contribution towards preserving their health through safetycompliant behavior. The instructions of the responsible
operating personnel, the ZEISS coordinator, the plant fire
department, the plant security department, the fire protection
officers or the safety experts must be obeyed.
The safety notices provided on company premises such as
prohibitory, warning, mandatory and rescue signs must be
strictly observed.
Bringing intoxicants to the company premises and consuming
intoxicants while at ZEISS are prohibited. If there areaftereffects of intoxicants or residual alcohol in the body,
work at ZEISS must not be started.

5

4.	What to do inemergencies / first aid

5.	Infection prevention
measures (in the eventof pandemics)

Before starting their activities, non-ZEISS personnel must be

Non-ZEISS companies must implement the measures forbriefed by the client’s contact person on the correct behavior

protection against infections of the currently valid regulations

in emergencies. This includes information about escapein Germany. The regulations in place are also implemented

and rescue routes (escape and rescue plans) and about theat ZEISS with a corresponding package of measures atdesignated meeting points.

the various locations. Prior to commencing work at a
ZEISS location, ZEISS must be contacted regarding site-specificIn the event of emergencies, the emergency phone number
applicable at the respective site must be dialed. In theinitial briefing, non-ZEISS personnel are informed about the
emergency phone number and about the correct behavior in
emergencies.
Depending on the local situation and the type of activity
involved, additional information must be provided about firstaid kits and first responders. In case of an emergency, any
existing factory medical centers can also be used by non-ZEISS
personnel.

6requirements.

6. Non-ZEISS activities

Pursuant to § 8 of the German Occupational Health andContractors must continually monitor their personnel and

Safety Act and §§ 5, 6 of the German trade association’s

specify an on-site contact for the client.

regulations (DGUV V1), all parties commissioning or
performing contractual work are required to comply with

If non-ZEISS companies commissioned by ZEISS intend to

the legal provisions regarding health and safety, andsubcontract orders or partial orders to third parties, theyenvironmental protection, the German trade association’s

must obtain the prior written approval of ZEISS if theaccident prevention regulations, as well as the generally

subcontracted order or partial order involves activities onrecognized safety and occupational health regulations.

the company premises of a ZEISS location.

In addition to the duty under labor legislation to look after
the well-being of their own staff, non-ZEISS companies(contractors) are subject to the legal duty to maintainsafety. During the fulfillment of the contract, the contractor
must ensure that no mutual hazard is caused for the
non-ZEISS company’s staff and permanent staff (e.g. tripping
hazards, falling parts, live parts, etc.).
For this purpose, the non-ZEISS company undertakes toverifiably give its staff all training and briefing required.
Specific medical examinations may be required before certain
types of activities are started. The non-ZEISS company mustensure that its deployed staff is sufficiently qualified andin a proper state of health for the work to be performed.
The client reserves the right to demand written evidence tothis effect. In the case of special legal stipulations (e.g. ozone
layer regulation and water legislation act), the appropriatequalification certificates are required from the contractor andare archived as an integral part of the contract by the client.

76.1 Coordination of activities

Depending on the type and scope of the activities of non-Prior to beginning demolition, restoration, maintenance

ZEISS companies, ZEISS may appoint a ZEISS coordinator in

or construction work, the contractor is required, within

accordance with § 6, DGUV V1. Before work commences,

the scope of the hazard assessment, to obtain information

the type of contract involved and the scope of the planned

from the client or building owner about the existence or

activities must be jointly agreed upon with the ZEISS

expectation of any hazardous substances, particularly

coordinator and documented accordingly.

asbestos.

The safety regulations stipulated by the ZEISS coordinator

Hazardous work must not be performed alone. If hazardousmust be complied with by the non-ZEISS company’s staff.

work is performed by only one person in exceptional cases,
effective supervision or appropriate monitoring must be

The ZEISS coordinator must be informed about theensured.

commencement and any interruptions of the activities,
about work outside regular working hours, hazardous work,

If pronounced noise pollution is caused by certain activities,changing of the worksite and the end of the activities. In

the ZEISS coordinator must be informed at an early stage toaddition, the ZEISS coordinator must be notified of any

permit him/her to coordinate working hours accordingly or to

disruptions of operational processes and about any changes

define appropriate noise protection measures.

to supervisory staff through the non-ZEISS company orcontractor.

Waste needs to be disposed of by the contractor regularly
and promptly, according to existing legislation. Support can

If hazardous substances are used and respective risks to thebe requested from the ZEISS coordinator.

contractor’s and client’s employees cannot be ruled out,
all affected parties must work together in order to assess

Any identified potential accident risks or safety-relevant

the risk and coordinate protective measures. This must be

deficiencies at the worksite or in the work environment must

documented.

be immediately reported to the ZEISS coordinator by the
non-ZEISS company’s staff. The ZEISS coordinator then will
decide if and how work will be continued.

86.2 Work equipment

6.3	Personal protective
equipment

All work equipment must be suitable for the work to be

Personal protective equipment must be provided by theperformed and in a safe operational condition. ZEISS work

non-ZEISS company to the extent required and must be

equipment will only be made available in exceptional cases. In

worn by the non-ZEISS company’s staff. If special personalaccordance with the German Operational Safety Ordinance,

protective equipment is needed, this will be made available

it is the responsibility of the non-ZEISS company’s staff to

by ZEISS in arrangement with the ZEISS coordinator. If

ensure that the work equipment is used as intended.

the non-ZEISS company’s staff fails to wear the stipulated
personal protective equipment, the ZEISS coordinator is

The operation of electrical work equipment in areas without

entitled to ban the non-ZEISS company’s staff from continuing

worksite power distribution is only permissible in combination

their activities.

with a mobile protection device.

9

6.4	Fire safety andexplosion control /work on open flames

For safety reasons, smoking on the company premises (bothIn addition, it is absolutely vital that the following points bein the buildings and outdoors) is restricted or prohibited.

observed:

The regulations applicable at the respective site must be• Staircases, traffic routes and exits must not be obstructed.

observed.

• Special doors intended to prevent the spread of fire andsmoke (fire or smoke doors) must not be disabled, e.g.

Before the execution of work on open flames, it is always

through the use of wedges or other devices to keep them

mandatory to check for alternative procedures with fewer oropen.

no risks for the people involved (principle of substitution).

• Flammable liquids must be kept at the worksite only in thedaily quantity required.

Prior to welding and burning work, activities producing
sparks or involving the use of an open flame, work for which• Extensive accumulation of dust must be removed on a daily
basis.

the fire alarm system must be deactivated due to emissions,• Whenever possible, work that generates particles must

and work in explosive areas, the ZEISS coordinator must be

be completed away from closed rooms; attention must

notified and written permission obtained from the relevant

be given to ventilation systems. Such work must be

department (“Permit for hot work”). If necessary, specificcoordinated with the ZEISS coordinator.

fire alert lines must be enabled or a fireguard must be madeavailable before the activities commence.

• Flammable liquids must not be discharged into the sewage
system via wash basins, toilets or other drains.
• Flammable waste must be removed from the worksite ona daily basis.

106.5 Environmental protectionZEISS is particularly committed to the responsible treatment of

The ZEISS Code of Conduct includes aspects ofthe environment, including efficient energy consumption.

environmental protection and energy efficiency.

The guiding principles of ZEISS for environmental

Responsible treatment of the environment and energy is also

protection are:expected from service providers working for ZEISS, from• Environmental protection is a core consideration in all our

the staff of non-ZEISS companies and from suppliers. The

activities.

instructions of the relevant ZEISS employees must be obeyed.

• We protect our environment and use all natural resources
sparingly.
• We view environmental protection and the preservationof our natural surroundings as our corporate duty.
• We take a holistic and highly professional approach toenvironmental issues.

Compliance must be ensured with the provisions relating to
the handling of hazardous substances (German Chemicals
Act, including the applicable statutory ordinances andrelevant technical directives), water pollution control (German
Federal Water Act, including the applicable statutory• We incorporate the requirements of an intact environment

ordinances), waste legislation (German Closed Substanceinto the development, design, manufacturing processes, as

Cycle and Waste Management Act, including the applicable

well as the packaging and shipping of our products.

statutory ordinances), immission control (German Immission• With our environmentally conscious behavior, we strive toControl Act, including the applicable statutory ordinances)avoid or minimize burdens on humankind and nature.

and hazardous materials legislation (German Transport ofHazardous Goods Law and applicable statutory ordinances).

The guiding principles of ZEISS for efficient energy

Furthermore, the non-ZEISS company’s staff must comply with

consumption are:the provisions of the management system in force at ZEISS.

• We incorporate energy efficiency into the design andoperation of systems, processes and facilities.

All activities that may potentially affect the environment or• We continually analyze and improve energy-based activities.

the use/consumption of energy must only be performed by• We take a holistic and highly professional approach toappropriately qualified non-ZEISS specialists. Evidence

operational energy issues.
• We ensure the legally compliant implementation ofoperational energy management.
• We anchor in the procurement process energy-based
activities as a key decision-making criterion.
• We identify opportunities for innovative and sustainable
solutions for enhanced energy-based activities.

of expertise and training must be presented to the client
before commencement of the activities without being
explicitly prompted. If such evidence is not presented, theclient reserves the right to demand the evidence from thecontractor. If no evidence is available, the client reserves
the right to provide appropriate briefing to the non-ZEISS
company’s staff.

11

All raw materials, auxiliary materials and operating supplies

during the contractual work must be removed by the non-used by the non-ZEISS company’s staff during their work on

ZEISS company’s staff without prompting and free of charge.

the company premises must be used as instructed by the

Any special arrangements must be agreed upon with the

manufacturer.

waste management department of the site involved.

Hazardous substances may only be brought to the company

In the event of waste transport, the contractor must submit

premises with the prior written consent of ZEISS. For this,to the client a copy of the current transport permit issued by

the ZEISS coordinator must be contacted. This approval mustthe relevant authority and must comply with the requirements

be obtained beforehand, i.e. before entering the companyof the German Ordinance on Waste Recovery and Disposal

premises.

Records without being explicitly requested to do so. Vehicles
used to transport waste must be labeled in accordance with

When handling substances hazardous to water, precautionary

legal stipulations.

action conforming to the current state of the art must be
taken (e.g. collection tanks, filling aids).

For work on installations relevant for immission control, thelegal requirements must be complied with and the necessary

For all activities on systems where substances hazardous

expertise must be confirmed.

to water are produced, treated, used, stored, bottled or
shipped, evidence must be provided that the contractor is a

The transport of hazardous materials must only be performed

certified specialist in accordance with the German Federal

in accordance with the current version of the applicable

Water Act.

hazardous materials legislation, in particular the German
Transport of Hazardous Goods Law (GGBefG) and the German

All waste/residual materials resulting from the contractual

Hazardous Freight Ordinance for Road/Rail/Inland Water

work or brought to the company premises by the non-ZEISSNavigation (GGVSEB) in combination with the applicable ADR

company’s staff must be disposed of properly.

(European Agreement concerning the International Carriageof Hazardous Goods by Road). Vehicles used to transport

All waste/residual materials resulting from building, repair,hazardous materials must be labeled in accordance withmaintenance and servicing activities, e.g. empty containers

legal stipulations. The contractor agrees to the auditing of(paint and glue cans, pressure gas containers etc.), cuttings

their own and, if applicable, their subcontractors’ hazardousof materials newly brought to the company premises (e.g.

goods transports by authorized staff of the client as well as

residues of absorbing and insulating materials, carpeting,to the inspection of the ADR certificates of their own and, if

PVC flooring, laminate, parquet flooring, wood), as wellapplicable, their subcontractors’ hazardous goods drivers.

as all packaging material etc., must be disposed of by the
non-ZEISS company’s staff in accordance with the relevant
waste legislation provisions. This is the sole responsibilityof the contractor. No waste may be stored or deposited on
the client’s premises. Any waste/residual materials produced
126.6 Conclusion of activities

7. Information security
and protection

After completion of the contractual work, a joint final

The non-ZEISS company staff is obligated to treat all

inspection must be conducted by the client and contractor.

information, business transactions and documents, whichwere disclosed to them during the time of contract execution,

In particular, it must be ensured that all safety devices haveas confidential vis-à-vis third parties. This applies during andbeen restored to perfect functional order. The final inspection

after the execution of the contract. The contractor will haveand the transfer of the deliverables to the client must be

an appropriate non-disclosure agreement signed by the

documented (e.g. using a transfer and acceptance report).

persons involved in the fulfillment of the contract.
It is generally not permitted to connect non-ZEISS computers
to the corporate network. Such a connection using a network
cable or Wi-Fi may only be established via the ZEISS guest
network. In order to use the ZEISS guest network, a guest
account needs to be set up by ZEISS in advance. USB sticks
may only be connected to ZEISS IT devices in exceptional
cases, i.e. if no other way of data transmission is possible
and after a successful scan for malware with a current virus
scanner (e.g. by scanning at a ZEISS Malware Check Station).
Incidents concerning information or IT security must bereported to the ZEISS coordinator who is responsible for thecontractor.
Further details can be found in CSOP SE.02 “Security for End
Users” and its other applicable documents, which can beprovided by the ZEISS coordinator if necessary.

13

8.	Prohibitionof cooperation
with listed persons

The contractor is obligated to check in advance whether anyof their own employees, the subcontractor and employeesof the subcontractor who will be working for the client tocomplete this agreement have been listed under embargos or
prohibition ordinances of the European Union (e.g. anti-terror
lists in the annexes of Community Regulations 2580/2001;
881/2002 and 753/2011) and the prohibition lists of the USA.
Employees listed in embargos and prohibition ordinances of
the European Union and the USA must not perform work in
any function for the client. In the event that the contractor
fails to comply with these obligations, the contractor shallindemnify the client for all resulting damage and costs(e.g. fines).
In addition, the client shall not make any payments to thecontractor inasmuch as these payments arise from the workof the employee concerned because these are prohibited inaccordance with the underlying legal stipulations.
The contractor shall conduct such checks on an ongoingbasis, at a minimum when the applicable embargo and otherprohibition lists are updated. The review shall be conducted
at a minimum on the basis of the following lists:
1. C
 onsolidated list of the European embargos against
individuals:
https://zeiss.ly/fisalis
2. Consolidated list of the embargos against individualsof the USA:https://zeiss.ly/CSL

14

Confirmation form
for non-ZEISS companies

Please bring the content of this directive to the attention of your employees who will perform work at ZEISS
or its affiliated companies in accordance with §§15 ff of the German Stock Corporation Act (AktG). To confirm
that an appropriate briefing has been conducted, please sign this form and return it to the client.

Client’s mailing address:

Contractor’s confirmation:
All employees deployed at ZEISS and its affiliated companies in accordance with §§15 ff of the German Stock Corporation Act(AktG) of the company

have been briefed in accordance with the directive “Instructions on safety, environmental protection, fire safety
and efficient energy consumption for non-ZEISS staff.”

Place, Date

Signature of the Contractor

15

Carl Zeiss AG
73447 Oberkochen
www.zeiss.com

Version 6

Edition 12/2022

EN_90_025_0013I

Published 02/2023