Procedure on Access to Fermilab

Procedure on Access to Fermilab

1. Parent Policy and Related Policies/Procedures

Policy on Access to Fermilab.

2.  Purpose

This Procedure establishes the requirements for accessing the federal property managed by the Fermi Research Alliance, LLC (FRA) in accordance with the Fermilab Access Policy.  The Prime Contract between FRA and the Department of Energy (DOE) requires FRA to develop and maintain a program to comply with requirements in the Unclassified Foreign National Access (UFNAP) Program (DOE O 142.3B Chg. 1) and Safeguards and Security Program (DOE O 470.4B Chg. 3) directives for Fermilab. This procedure, with the Policy on Access to Fermilab, establishes FRA’s framework for physical and computing access to FRA managed and operated sites, including in Batavia, IL and space leased by DOE in Lead, SD, facilities, and resources.

3. Applicability

This procedure applies to FRA, its employees, users, affiliates, visitors, subcontractors, authorized guests, and members of the public.

4. Effective Date and Date Reviewed/Updated

This procedure went into effect on May 1, 2017, and its update was effective on October 24, 2022.

5. Procedure

a. For all emergency issues, contact the Security Operations Center (SOC) at #3131, for all other pertinent access issues, to include communicating with the Security Chief, please contact the SOC at access@fnal.gov.

b. As required by federal law and pursuant to the Fermilab Site Security Plan and Policy on Access, REAL ID is required for everyone entering the laboratory. 

c. Proximity card readers are present at all Fermilab security gates (control posts) and on Fermilab facilities. Badges are required and must be scanned 100% of the time at the control posts entering the laboratory when card readers are available and at every building entrance (when present) and must be displayed at all times while on site. Fermilab and DOE badges (Local Site Specific Only (LSSO) / HSPD-12) are to be worn on the front of the body, below the neck, and above the waist.  Card Access issues can be directed to cardaccess@fnal.gov. Badged personnel who forget their badges are required to be escorted 100% of the time when in non-public areas and are encouraged to go home and get their badge.

d. Doors must be locked at all times, and buildings are not opened to the general public with the exception of portions of Wilson Hall (Floors 2 and below) and the Lederman Science Center during public hours, when the public is on an escorted tour, or as approved by a special event security plan.

e. In order to control the access process, strict compliance with this procedure is required. The Security Operations Center (SOC) will not be able to grant access outside this procedure.

f. For physical and/or remote access please see the following hyperlinked categories:

1. Employee on-site access:

For Key / Card Access requests to buildings please see the Security Department website.

Standard card access requests for badged individuals can be added by all Fermilab supervisors by using the CCure Site Access request portal at https://ccdapps-prod.fnal.gov/pls/apex/f?p=106. Individuals that have not been badged will not show up in this system, please email cardaccess@fnal.gov. 

All personnel with expired badges or requesting a new badge must schedule an appointment with the Badging office to pick up the badge and/or present documents for validation two business days in advance of arrival via the scheduler (https://www-esh.fnal.gov/pls/default/event_calendar.pick_date?this_event_id=1467)

- No walk-in or same-day badge appointments will be accepted.

            - Contact  campusaccess@fnal.gov with questions or visit the Campus Access website

- The Badging Office will send the scheduled appointments by 4pm daily to the

   SOC to be added to the Daily List and to gert@fnal.gov for SCO.

FRA employees are required to follow the HR on-boarding process to obtain site-access privileges. 

2. Subcontractor on-site access:

Any approved subcontractor that is accessing the site for more than 1 day a week is required to be badged. 

Approved subcontractor, that does not have a current Fermilab badge, who is accessing the site for less than 1 day must ensure that they are escorted 100% of the time, are REAL ID compliant, and must be approved by FNAP and Export Control to access Fermilab buildings.

To obtain onsite access, subcontractors shall follow the outlined steps below. The previous email notification process will no longer be accepted for more than one day subcontractors to obtain onsite access.

    Note:

• • Same-day requests WILL NOT be accepted unless deemed an emergency by the Security Chief.
  • Subcontractors should have their point of contact (POC) email access@fnal.gov for 1-day Subcontractor access requests.
  • Unbadged Subcontractors must be escorted when in non-public access areas by a Fermilab-badged individual.
  • For all Employee, User / Affiliates, Subcontractors, and Business Visitors access related information please visit our website at https://eshq.fnal.gov/security-site-access/

3. User / Affiliate requesting on-site access:

The process for obtaining on-site access information for Users is located on the Campus Access Office webpage.

A Non-proprietary User Agreement (NPUA), signed by the appropriate institutional officer at the User Institution, is required before individual Users can work on-site at Fermilab on experiments that are associated with the Fermilab Accelerator Complex.

Export Control approval and FNAP approval are required for access. Please refer to the Policy on Export Control or email exportcontrol@fnal.gov and FNAP-request@fnal.gov. Please refer to the Policy on Export Control and DOE O 142.3B Chg 1 (LtdChg), respectively.

For questions email FNAP-request@fnal.gov.

Hosts of foreign nationals will be assigned as applicable by the FNAP Office in coordination with the appropriate Division/Section/Project leadership. For questions email FNAP-request@fnal.gov.

Individuals who were born in, are citizens of, or represent or have ongoing affiliations with countries designated as State Sponsors of Terrorism are subject to approval.  Requests should be submitted as early as possible to allow for a potentially lengthy review process.

Details are listed on the FNAP website.

4. Business Visitors on-site access:

To obtain onsite access, business visitors shall follow the outlined steps below.

• • Coordinate with your Fermilab POC the details of your visit.
  • Fill out the Site Access and Badging form. 
    
    • Once submitted, the access request will need to be approved by the POC.
    • In addition, foreign national requests will also be routed to the Foreign National Access Program (FNAP) office and Export Control for verification and approval.
    • If you have questions about the status of your request, contact access@fnal.gov.
  • Once access is approved:
    
    • Foreign nationals will be sent an email to complete onboarding in WorkDay. This step must be completed in order for the access request to be fully processed.
    • Onsite visitors will receive an informal letter with a QR Code. Present this at the security gate.
    • In addition to the informal letter, onsite foreign national visitors will also receive a formal invitation letter.

Same-day requests WILL NOT be accepted unless deemed an emergency by the Security Chief. Please email Access@fnal.gov to make this request.

Business Visitors must be escorted when in non-public access areas by a Fermilab-badged individual.

5.  Federal Employee on-site access:

Fermi Site Office personnel are required to follow the process for obtaining on-site access for Users located on the Campus Access Office webpage.

Non-Fermi Site Office personnel on official business are permitted to use their HSPD-12 identification to gain access to the site; however, for additional privileges they must coordinate with the DOE Fermilab Site Office prior to accessing the Fermilab site.

For Key / Card Access requests to buildings please see the Security Department website.

6. Public Visitors on-site access:

- Requirements for public visitor access are specified in the Access Policy.

- Please refer to the Fermilab website or contact the Security Operations Center

  (Located on the ground floor of Wilson Hall) for information on what areas are   

   designated as public and non-public areas of Fermilab. 

- Public access hours are specified on the Fermilab website.

- Please see “Public Visitor” under the Definition section for more information.

7. Authorized Guest on-site access:

Authorized guests are required to obtain approval and provide valid government-issued photo identification.

FNAP and Export Control approval and the Policy on Export Control apply.   The process for obtaining on-site access is located on the Campus Access Office webpages.

8. When Logical (remote) Access is requested:

Individuals requesting remote access to Fermilab resources are required to follow the process for remote access referenced on the Campus Access Office webpage.

- FNAP approval applies. For questions, email FNAP-request@fnal.gov.

- Export Control Verification applies. For questions, email exportcontrol@fnal.gov. Please refer to the Policy on Export Control.

- Cyber Security will ensure there are no security reasons to deny requested remote

access.

- Computing Sector will create accounts and issue the credentials needed for   

  remote access.

6.  Definitions

Affiliate: An individual who accesses Fermilab’s non-DOE-Approved User facilities (facilities other than the Fermilab Accelerator Complex) and resources for the purpose of advancing the scientific mission of the Laboratory and whose work generally requires unescorted and/or after-hours access to non-public access areas). Affiliates require safety training, as identified on their individual training needs assessment (ITNA), to perform work, and a Fermilab ID badge and/or access to Fermilab networks or systems. Affiliates can receive payments or reimbursements from Fermilab, which include individuals participating in reviews or committee meetings.

Affiliation: The basis of the relationship between an access requestor and Fermilab. Examples include participation or membership in approved Fermilab experiments, projects, collaborations, approved joint-work activities, or organizations.

Affiliation Validator: FRA employee who is accountable for verifying the information of an individual requesting access and ensuring the individual is a member of and/or associated with the experiment, project, or division/section prior to approving Fermilab access. Approvers are required to develop and follow their own approver verification process.

Authorized Guest: An individual who does not have business with the laboratory but is approved to access select Fermilab facilities, such as the Fermilab Children’s Center, Fermilab Village Housing, or Recreation Program. For the purposes of determining who can stay in onsite housing, an authorized guest is defined as: spouse, domestic partner, child, stepchild, parent, parent-in-law.

Bus Driver: An employed or contracted bus driver for the Pace (Suburban Bus Division of the Regional Transportation Authority) or local school districts that provide services to Fermilab. This does not include third party subcontracted bus transportation services. We must accommodate due to Title 7, discrimination laws.

Business Visitor: An individual who has business with Fermilab that can be achieved in less than one week while being escorted when in non-public access areas. Business visitors do not require training or a Fermilab ID badge, and do not receive payments or reimbursements using DOE funds. This includes but is not limited to:

• Individual meeting with researchers, attending collaboration meetings, or participating in reviews.
• Individual attending Fermilab/DOE sponsored events such as conferences, seminars, workshops, etc., which are held in general access area of the Laboratory
• Individual attending directorate-approved meetings or tours, such as VIP, Government officials/representatives, etc., which are held in both general and reviewed non-public access areas of the Laboratory.
• Delivery personnel/vendors

         - Making deliveries to Fermilab or construction/special projects, drivers are required to present a Bill of Lading.

         - Business Visitors coming to the lab for meetings for procurement discussions or similar meetings.

Campus Access Manager: Responsible for verifying proper documentation for onsite access, ensuring procedures are being followed, Host Program management, and assisting the Global Services Manager with managing aspects of the FNAP.

DOE FSO Site Office Manager: the individual responsible for approving the Site Security Plan (SSP) and ultimately responsible for accepting any residual risk on behalf of the laboratory. The FSO Manager serves as the approval authority for Unclassified Foreign National Access (UFNA) activities and programs and may curtail or suspend operations when continued operations would result in an unacceptable risk to the national security and/or to the health and safety of DOE and contractor employees, the public, or the environment.

Employee: An individual who is currently employed by FRA.

Escort: A trained individual who is accountable for the daily activities of a visitor for the duration of a planned visit. Escorts are required to complete Fermilab Escort Training accompany any persons at the lab who are accessing non-public areas and do not have a Fermilab badge.

Export/Import Control Compliance Manager: An FRA-designated employee responsible for ensuring that Export Control conducts and completes all necessary Export Control Verifications for exports and releases of information or technology subject to the United Sates export control laws and regulations, including export controls administered by the Department of Commerce via the Export Administration Regulations (EAR), the Department of State via the International Traffic in Arms Regulations (ITAR), the Office of Foreign Assets Control (OFAC) via its regulations, and DOE via its policies, orders, and other regulations (export control laws). This includes:

• Export Control Verifications of non-U.S. Persons that are invited to or request access to Fermilab sites or its technology.
• Export Control Verification of foreign nationals that are invited to or request access to Fermilab sites or technologies controlled by certain DOE policies, orders, and other regulations.

Export Control Verification: The review, screening, obtaining of any necessary United States government export authorizations, and approval of exports or releases of information or technology subject to United Sates export control laws and regulations, including export controls administered by the Department of Commerce via the EAR, the Department of State via the International Traffic in Arms Regulations (ITAR), the Office of Foreign Assets Control (OFAC) via its regulations, and DOE via its policies, orders, and other regulations.

Federal Employee: Current employee of the U.S. federal government.

Foreign National: An individual without U.S. citizenship.

FRA Facility Security Officer is the Security Authority for the lab and is responsible for the day-to-day implementation of the SSP and policies related to the Safeguards & Security Program.

FNAP Manager: Manages the FNAP Office within the Directorate and is in charge of the laboratory Host Program.

General Access Area (GAA): designated areas that are accessible to all personnel including the public.

Government Issued Identification (ID): This is a state or federal government-issued form of identification that includes a photo. Examples are a passport, HSPD-12 badge, or state driver’s license. 

Campus Access Manager: Responsible for verifying proper documentation for onsite access and assisting with managing aspects of the FNAP.

Host of Foreign National: FRA employee approved by the appropriate Division/Section/Project to be responsible for the activities and conduct associated with the successful visit or assignment of a foreign national accessing the Fermilab site or resources and who has completed Fermilab Host Training.

Logical Access: Virtual or remote access to data or information.

Non-Proprietary User Agreements (NPUA)/Agreement:  Written agreement between institutions and FRA using a DOE-approved template which addresses liability and accountability for accessing Fermilab-associated resources commonly associated with a DOE-approved scientific user facility at the lab.

Non-Public Area (informal): A Property Protection Area.

Officially Designated Federal Security Authority (ODFSA): a federal employee who possesses the appropriate knowledge and responsibilities for each situation to which they are assigned through delegation. Delegation of authority for these positions is originated according to direction from the accountable Program Secretarial Officer (or the Secretary or Deputy Secretary for Departmental Elements not organized under a Program Secretarial Office), who also provides direction for which of the ODFSA positions may be further delegated. Each delegation must be documented in writing. It may be included in other security plans or documentation approved by or according to direction from the accountable principal. Each delegator remains responsible for the delegatee’s acts or omissions in carrying out the purpose of the delegation.

Point of Contact (POC): FRA approved individual responsible for confirming and approving an individual’s business reason and for the confirming activities associated with the individual’s access to the Fermilab site and/or use of information or technologies.

Property Protection Area (PPA): security areas that are established to protect employees and Government buildings, facilities, and property.

Public Area (informal): A General Access Area.

Public Visitor: An individual who has no business with Fermilab and is restricted to designated

General Access Areas (public areas) during public access hours or to attend an approved program or event consistent with the Site Security Plan, such as an approved evening public lecture. Public visitors are on site for the sole purpose of attending Fermilab public tours or events; school visits; attending public lectures, performances, symposia, or colloquia; visiting Fermilab’s public exhibits in the Lederman Center or Wilson Hall; or visiting Fermilab’s outdoor areas. 

REAL ID: Valid state or federal government issued identification that is compliant with the REAL ID Act of 2005.

Safeguards & Security Program: An internal FRA and DOE program that is responsible for coordinating and integrating safeguard and security policies, activities, and operational procedures. This group is chaired by the Facility Security Officer within the Office of the Chief Operating Officer.

Subcontractor: An individual who accesses Fermilab facilities and resources who are working at Fermilab via a Procurement-managed subcontract with FRA or DOE approved agreement. Subcontractors require subcontractor training to perform work and a Fermilab ID badge. Subcontractors include individuals who consults on behalf of the Laboratory.

User: An individual who accesses Fermilab’s DOE-Approved User facilities (Fermilab Accelerator Complex) and resources for the purpose of advancing the scientific mission of the Laboratory and whose work generally requires unescorted and/or after-hours access to non-public access areas). Users require safety training to perform work, and a Fermilab ID badge and/or access to Fermilab networks or systems. Users can receive payments or reimbursements from Fermilab, which include individuals participating in reviews or committee meetings. Users are required to have an NPUA or other FRA or DOE approved agreement.

U.S. Person: An individual who is a U.S. citizen, U.S. lawful permanent resident, or certain class of protected individuals.

Work: Conducting business for or with the Fermi Research Alliance.

7.  Owner / Subject Matter Expert (SME)

The Facility Security Officer, under the Office of the Chief Operating Officer is the owner of this policy.

8.  Review Cycle

This policy shall be reviewed every three years or more frequently, as needed.

9.  Communication Plan

The requirements of this procedure shall be communicated by the Facility Security Officer to all employees, and periodic training shall be provided to Requirements Owners and Lab Leadership. This procedure shall be available in the Fermilab policy database.