Policy on Access to Fermilab
1. Purpose
This Policy establishes the requirements for accessing Fermi National Accelerator Laboratory (Fermilab), which is managed and operated by Fermi Research Alliance, LLC (FRA). The Statement of Work within the Prime Contract between FRA and the Department of Energy (DOE) requires FRA to develop and maintain a program compliant with the relevant state and federal laws and regulations and DOE Orders. This policy establishes FRA’s policy 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.
2. Scope
This policy applies to physical and logical (remote) access to Fermilab and its information.
3. Applicability
This policy applies to FRA, its employees, users, affiliates, visitors, subcontractors, authorized guests, and members of the public.
4. Effective Date and Date Reviewed/Updated
This policy went into effect on May 1, 2017, and its update was effective on October 24, 2022.
5. Policy
a. Access to Fermilab is allowed in accordance with applicable federal and DOE laws, regulations, orders, requirements of FRA’s Statement of Work within the Prime Contract with DOE, and FRA policies. Approval for physical and/or logical access shall be based on information submitted in advance and may include consideration of the purpose of access, the citizenship and security profile of the individual, eligibility to be or work in the U.S., and aspects of their home-institution (User Institution) or other affiliations. Hosts of foreign nationals will be assigned as applicable by the Foreign National Access Program (FNAP) within the Campus Access Office in coordination with the appropriate Division/Section/Project leadership. The nature of the approved work shall also determine the levels of access, review, or approval.
b. FRA provides site access control for business and general public purposes while maintaining responsibility to protect persons, government property, and the environment. Everyone entering the site, regardless of how they enter and regardless of their relationship with FRA or Fermilab (i.e., employee, user, affiliate, visitor, member of the public, etc.) is required to follow all site signs, postings, and instructions of Security and other laboratory officers, as well as the Illinois Rules of the Road. FRA may deny access to Fermilab to individuals who do not possess the required documentation, training, qualification, and/or authorization. Access is subject to FNAP verification and the Fermilab Policy on Export Control. Case-by-case exceptions from the Fermilab Site Security Plan may be made at the discretion of the DOE Fermi Site Office (FSO) Officially Designated Federal Security Authority (ODFSA) by request from the FRA Facility Security Officer. The FRA Facility Security Officer will ensure that all DOE FSO ODFSA decisions are documented.
c. Fermilab complies with the REAL ID Act of 2005. Only REAL ID compliant identification will be accepted for individuals requesting a Fermilab issued badge. All persons physically entering the Fermilab site, with the exception of minors and local school district / Pace bus drivers, must present a valid government-issued photo identification (e.g., REAL ID compliant driver’s license or passport) or Fermilab-issued photo identification (badge) at the gates. Third-party bus drivers contracted by local school districts are required to comply with REAL ID. Minors must be accompanied by an adult for site access or must present government-issued photo identification or a Fermilab badge. Minors not accompanied by an adult must be 16 years or older and must be entering the site to participate in an Education and Public Engagement program or visiting the Lederman Science Center. Elementary, middle, or high school students, including high school students who are 18 years or older, will not require identification when accompanied by adult(s) as part of a school program.
d. All individuals, unless specifically granted permission, must stay in General Access Areas (GAAs). These areas that are open to the public are available here. Fermilab does not permit the use of geocaching games on any Fermilab managed DOE sites.
e. All individuals are subject to approval prior to accessing the Fermilab site in accordance with federal and DOE regulations. These individuals are required to provide valid government-issued photo identification and complete site access request forms. All foreign nationals, except members of the general public visiting GAAs or as otherwise provided in the Site Security Plan, must undergo FNAP and Export/Import Control Compliance (Export Control) reviews before being permitted to access the site. Hosts of foreign nationals will be assigned as applicable by the FNAP Office in coordination with the appropriate Division/Section/Project leadership.
f. Per the Site Security Plan (SSP), in cases of emergency, external emergency responders shall coordinate onsite arrival with the appropriate security and fire departments (e.g., Fermilab Security or Fire Departments at the campus).
g. Non-FSO personnel who are federal employees on official business are permitted to use their HSPD-12 identification to gain visitor access to the site; however, for additional privileges they must coordinate with the DOE FSO prior to accessing the Fermilab site.
h. Individuals who are not requesting physical access but are requesting logical (remote) access to Fermilab non-public information and resources are required to follow the process for logical access referenced on the Campus Access webpage. These individuals do not need to be badged unless they physically come to the Fermilab site.
i. Business Visitors are required to fill out the Access Request form or register via Indico and must provide a QR code and valid REAL ID compliant form of government-issued photo identification at the security gate. A Fermilab or DOE-badged point of contact is required to approve the access request. Information requirements include the visitor’s first and last names, desired date of access, intended access location, and country of citizenship. For foreign national business visitors, FNAP and Export Control must approve the access request before access is granted.
j. Employees, subcontractors, users, authorized guests, and affiliates who require Fermilab badges are required to follow the appropriate processes to obtain site access. These include requiring FRA employees to follow the Human Resources (HR) on-boarding process to obtain site-access privileges, and subcontractors, users, and affiliates who will be conducting work or research at or on Fermilab sites to provide a valid REAL ID compliant form of government-issued identification and complete site access forms. Access approval is required prior to accessing the site. Fermilab and DOE badges (Local Site Specific Only (LSSO) / HSPD-12) are to be worn 100% of the time while on Fermilab property. Badges must be worn on the front of the body, below the neck, and above the waist.
k. Public visitors are required to provide valid REAL ID compliant form of government-issued photo identification, unless they are minors as specified above, and remain in public areas only unless they accompanied by a trained escort or attending an approved program or event consistent with the SSP.
l. Authorized Guests who require Fermilab access are required to follow the Fermilab Access Policy and complete Site Access forms referenced on the Campus Access webpage.
m. All Fermilab or DOE badge holders are required to wear their badges 100% of the time while on Fermilab property. Badges must be worn on the front of the body, below the neck, and above the waist.
n. Piggybacking into a federal facility is prohibited. All individuals must scan into card accessed equipped buildings or by means of an issued key to the individuals from the Security Operations Center (SOC). No one is allowed to open doors for others unless specifically given permission by the Facility Security Officer.
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 areas of the Laboratory.
- Individual attending directorate-approved meetings or tours, such as VIPs, 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 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 to 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.
General Access Area (GAA): designated areas that are accessible to all personnel including public visitors.
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.
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 SSP, 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 consult 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 FRA.
7. Responsibilities
Fermilab Director is responsible for all programs related to this policy.
FRA Chiefs, Division and Project Directors are responsible for ensuring that all requirements highlighted in this policy 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 policy.
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:
- Adhering to this policy and supporting all processes associated with this policy.
- 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 policy.
- Ensuring that when organizing events or meetings with external participants, they follow the Event Approval policy and process which will provide notification to the Campus Access 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 policy.
- Ensuring that all Fermilab badge holders are required to complete Fermilab Escort training.
- Ensuring that all Fermilab or DOE badge holders are required to wear their badges 100% of the time while on Fermilab property. Badges must be worn on the front of the body, below the neck, and above the waist.
- Ensuring that piggybacking into a federal facility is prohibited.
FRA Campus Access Office is responsible for all Unclassified Foreign National Access requirements as they relate to this policy; 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. Authorities
REAL ID Act of 2005
REAL ID Modernization Act of 2020
DOE O 205.1 Department of Energy Cyber Security Management Program
DOE O 470.4 Safeguards and Security Program
FESHM Chapter 2070 – Environmental, Safety, Health & Quality Training
Fermilab Policy on Export Control
Fermilab Policy on Photography and Videography of Technical Systems
Fermilab Site Security Plan (Authorized Access Only)
Fermilab Emergency Management Policy
DOE O 142.3B Chg 1 (LtdChg) Unclassified Foreign National Access Program
DOE O 205.1 Department of Energy Cyber Security Management Program
DOE O 470.4 Safeguards and Security Program
FESHM Chapter 2070 – Environmental, Safety, Health & Quality Training
On-site Access and Computing Accounts (Remote Access), Campus Access Office webpages
Visit Fermilab - Hours and Site Access
9. Owner
The Facility Security Officer, under the Office of the Chief Operating Officer is the owner of this policy.
10. Review Cycle
This policy shall be reviewed every three years or more frequently, as needed.
11. Communication Plan
The requirements of this policy shall be communicated by the Facility Security Officer to all employees, and periodic training shall be provided to Requirements Owners and Lab Leadership. This policy shall be available in the Fermilab policy database.