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) and Safeguards and Security Program (DOE O 470.4B) directives for Fermilab. This procedure, with the Policy on Access to Fermilab, establishes FRA’s framework for physical and computing access to the FRA sites (Batavia, IL and/or all associated spaces leased by DOE for FRA use in Lead, SD), facilities, and resources (referred to in this procedure as “Fermilab”).

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 August 09, 2021.

5. Procedure

a. For all emergency issues, please contact the SOC at #3131, for all other pertinant access issues please contact the Security Chief at access@fnal.gov

b. Badges must be scanned at entrance and must be displayed at all times while on site. 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.

c. Doors must be locked, 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 an event specific security plan.

d. Per the Site Security Plan, REAL ID is required for everyone conducting business with the laboratory.  See Appendix A below for a table specifying when REAL ID is required and the timeline for implementation.

e. In order to control  the  access process, this procedure  needs  to be stricly followed. The Security Operations Center (SOC) will not be able to grant access outside this procedure.

f. Only FRA employees are permitted to extend informal invitations to other individuals to visit Fermilab. The individuals extending invitations will be the designated points of contact (POC). All invitations are subject to approval by Safeguards and Security organizations. For any invited user, affiliate, or visitor who has origins or citizenship outside of the U.S., the Fermilab POC is required to provide notification to the Foreign National Access Program (FNAP) Office prior to their arrival; consideration and approval by the Directorate and its procedures are required.

g. All official invitation letters must be signed by the Fermilab Directorate’s Office. These letters are prepared by the FNAP Office. Please refer to the Formal Invitation for Foreign Nationals on the FNAP website. For questions email FVA-request@fnal.gov.

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

a. Employee on-site access:

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

ii. Normal 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. 

iii. 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  accesscontrol@fnal.gov with questions or visit https://get-  
   connected.fnal.gov/badging/.

- 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.

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

b. Subcontractor on-site access:

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

ii. Per the Fermilab Access Policy, any approved subcontractor 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 FV&A / Export Controls if access into a Fermilab building is required. The following information is required, please send an email to access@fnal.gov to be granted access: 

- Subcontractor First and Last Name

- Date of Access

- Access Location (work location)

- Country of Citizenship

- cc the Fermilab Point of Contact

iv. Subcontractor Orientation (SCO)

- All SCO personnel are required to be badged the day of entry to the laboratory.

- SCO personnel are required to complete their onboarding with the Users Office

  prior to completing SCO.

- SCO are not to schedule training until approved by the Users Office.

- The ES&H Subcontractor Safety Orientation “blue card” is a means of

   identifying training compliance and not a means of site access.

- The Badging Office will come up to 1 West prior to the start of SCO and will

   collect IDs to start the badging process.

c. User requesting on-site access:

i. The process for obtaining on-site access for Users is located on the Global Services Office webpage.

ii. DOE users are required to have a signed NPUA with FRA in order to conduct work, refer to the OPTT website.

iii. Export Control Verification and FNAP approval applies. Please refer to the Export Control Policy or email FVA-request@fnal.gov.

iv. FNAP approval and Export Control Verification apply. Please refer to DOE O 142.3B and the Policy on Export Control, respectively.

v. For questions email FVA-request@fnal.gov.

vi. Hosts of foreign nationals will be assigned as applicable by the FNAP Office in coordination

vii. with the appropriate Division/Section/Project leadership. For questions email FVA-request@fnal.gov.

viii. 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.

ix. Details are listed on the FV&A website.

d. Business Conference and workshop attendees requesting on-site access:

i. Access determinations will include consideration of the potential need for access to non-public areas, access during or after public hours, and the topics and nature of the visit.

ii. For questions email conferences@fnal.gov.

iii. Valid REAL ID compliant government issued photo ID is required.

iv. Please refer to the Security Department website for more details for on-site Security requirements.
*Publicly available website https://eshq.fnal.gov/site-security-access/.

v. Conference and workshop attendees requesting on site access to the Fermilab site for less than one week are required to follow the following: 

Fermilab badged point of contact (POC) requesting approval for a conference or workshop attendee for a non-badged person must send the following information to access@fnal.gov. Foreign National Access Program & Export Control will perform their verifications and approve the business visitor if appropriate. 

- Visitors First and Last Name 

- Date of Access 

- Access Location 

- Country of Citizenship 

e. When Business Visitors request on-site access:

i. Business Visitor must be REAL ID compliant (e.g. REAL ID driver’s license, Passport, HSPD-12, etc.)

ii. Fermilab badged point of contact (POC) requesting approval for a business visit by a non-badged person must send the following information to access@fnal.gov. Foreign National Access Program & Export Control will perform their verification and approve the business visitor.

- Visitors First and Last Name

- Date of Access

- Access Location

- Country of Citizenship

iii. Non-badged business visitors must be escorted 100% of the time during the visit.

iv. Additional information can be found on the Security Department website (https://eshq.fnal.gov/atwork/em/security/) and
*Open website https://eshq.fnal.gov/site-security-access/.

v. The Security Department Supervisors will send the approved individuals by close of business daily to the SOC to be added to the Daily List.

f. When a Federal Employee requests on-site access:

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

ii. 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.

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

g. Public Visitors:

- 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   

   designed 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.

h. When an Authorized Guest (see Policy for definition) requests on-site access:

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

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

i. When Remote Access is requested:

i. Individuals requesting remote access to Fermilab resources are required to follow the process for remote access referenced on the Global Services Office webpage.

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

- Export Control Verification applies. 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 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.

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 Center.

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:

a. Individual meeting with researchers, attending collaboration meetings, or participating in reviews

b. Individual attending Fermilab/DOE sponsored events such as conferences, seminars, workshops, etc., which are held in general access area of the Laboratory

c. Individual attending directorate-approved meetings or tours, such as VIP, Government officials/representatives, etc., which are held in both general and non-public access areas of the Laboratory

d. 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.

DOE FSO Site Office Manager: the individual responsible for approving the SSP and ultimately responsible for accepting any residual risk on behalf of the laboratory. The FSO Manager serves as the approval authority for 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 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 Host 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 export control verification of foreign nationals that are invited to or request access to Fermilab sites or its technology.

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 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.

Federal Employee: Employee of the U.S. government. A fulltime federal presence is maintained by the DOE FSO.

Foreign National: An individual who is not a U.S. citizen or certain class of protected persons (e.g., refugees and asylees).

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. 

Global Services 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 badged personnel responsible for confirming an individual's affiliation with Fermilab and home institution.

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 compliance with the REAL ID Act of 2005.

Security Chief: Handles day-to-day security activities of the Security Department and manages the FRA contractor providing unarmed uniformed security officers (Protective Force).

Safety & Security Interface Working Group: An internal FRA group responsible for coordinating and integrating safeguard and security policies, activities, and operational procedures. This group is chaired by the Facility Security Officer.

Subcontractor: An individual who accesses Fermilab facilities and resources who are working more than one day 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.

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

7. Owner and Subject Matter Experts

The Chief Operating Officer is the owner of this procedure.

Fermilab Director is responsible for all programs related to this procedure.

FRA Chiefs, Division, and Section Heads and Project Directors are responsible for ensuring that all requirements highlighted in this procedure are effectively and consistently implemented and communicated with full adherence within their organizations. They are also responsible for ensuring that individuals invited to visit the Fermilab site, or its associated resources are related to their organization’s activities and comply with this procedure. 

FRA Facility Security Officer is the Security Authority for the lab and is responsible for the day-to-day implementation of the SSP, policies related to the Safeguards & Security Program, and for ensuring effective and consistent implementation and adherence to the requirements highlighted in this procedure across Fermilab. This individual is also responsible for review, update, and submission of Fermilab's SSP, applicable policies, and is ultimate approver of special event security plans.

FRA Employees, Fermilab Users, Affiliates, Visitors, Authorized Guests, Subcontractors, and Employees of DOE-FSO are responsible for:

a. Adhering to the Access Policy and this procedure and supporting all processes associated with this procedure.

b. Ensuring that when organizing events or meetings with external participants, all visitors and users who attend are made fully aware of requirements highlighted in this procedure.

c. Ensuring that when organizing events or meetings with external participants, they provide notification to the Directorate, FNAP Office of any individual that has citizenship outside of the U.S., and all visitors and users who attend are made fully aware of requirements highlighted in this procedure.

               d. All Fermilab badge holders are required to complete Fermilab Escort training.

FRA FNAP Office is responsible (in conjunction with the Global Services Department) for all Unclassified Foreign National Access requirements as they relate to this procedure; obtaining access approvals for all individuals who have origins or citizenship outside of the U.S. who are invited to Fermilab or express desire to access/visit Fermilab (or its associated resources); and approving new foreign national hosts and ensuring training requirements are met.

8. Review Cycle

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

9. Communication Plan

The requirements of this procedure shall be communicated by the Chief Operating Officer to all employees, and periodic training shall be provided to Management System Owners and Chiefs/Division Heads/Section Heads/Project Directors. This procedure shall be available in the Fermilab policy database.

10. Appendix A

REAL ID Compliance: