Global Services

Users and affiliates access

User

A user is 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 who requires unescorted access. An example of a user is a non-Fermilab employee working and conducting research on the test beam (Fermilab Accelerator Complex).

Affiliate

An affiliate is an individual who accesses Fermilab’s non-DOE-approved user facilities (those other than the Fermilab Accelerator Complex) and resources for the purpose of advancing the scientific mission of the laboratory and who requires unescorted access. An example of an affiliate is a non-Fermilab employee working and conducting research with the Fermilab Theoretical Astrophysics Group (non-Fermilab Accelerator Complex).

DOE employees

DOE employees are not required to go through the access request process unless they need computing access. To obtain computing accounts, DOE employees must complete the access request form and select “user/affiliate” as the visitor type. (Refer to step 1 in the process detailed on this page.) At the gate, DOE employees must present their DOE HSPD-12 badge to obtain on-site access.

Scientists emeriti and retired guests

Scientists emeriti and retired guests receive Fermilab ID user/affiliate badges. These individuals will receive a visitor number in addition to their retired employee ID number.  If they were a user/affiliate in the past, that visitor number will be reissued to them. If they have not previously been a user or affiliate, a new visitor number will be assigned.

Other access types

For information on other access types, check out Definitions of access types and the Access types and guidance document.

Access process for users and affiliates

Important notes on access before beginning the process

  • Please make sure to complete all the necessary steps on this page so as to not be potentially turned away at the gate upon arrival.
  • Plan to begin the process a minimum of four weeks before access for the request to be fully routed through the approval process.
  • Up to one year of access can be requested.
  • If you are planning to come on site at all during your requested access, select the on-site option on the access request form.
  • If you are on a short-term visa (i.e. B-1, VWB, etc.) and will need a long-term badge, you can put the full date range for which you need an ID badge. The Campus Access Office can issue multiple badges, if needed, within that time frame without needing you to resubmit an additional request form.
  • You are required to present a valid REAL ID-compliant identification document to come on site.
  • The detailed workflow includes the list of access approvers. The Spanish version of the detailed workflow is available.

Access steps to follow

Everyone completing the access forms must have the following ready to complete the form:

  1. Scan of your photo ID (i.e., passport or REAL ID driver’s license)
  2. CV (if you are a non-U.S. citizen).

You must have the following ready to complete the access request form:

  1. Your own valid email address. If you use a shared email address on the form, you will be unable to complete the access process.
  2. The name of your Fermilab point of contact.
  3. Subcontractors only: You must have your purchase order (PO) number. Please check with your point of contact for this information.

If you are requesting onsite access (ID badge), you must also have: 

  1. The location where you will be working. Please check with your Fermilab point of contact if you are unsure.

Need help?

If you require assistance when completing the form, refer to the following links or reach out to your point of contact or assigned affiliation’s site access coordinator.

There are three different ways to begin the access request process depending on your current access.

  • Option 1: If you’re new to the lab or renewing or extending computing and/or on-site access, complete the computing and onsite access request form.
  • Option 2: If you already have a computing account, but now need an ID badge, complete the Onsite-only Access Request Form (Services log-in required).
  • Option 3: If a point of contact (POC) would like to begin the access process for their invited visitor, complete the invitation process (Services log-in required). The invited visitor will receive an email to complete the access process once the invitation is submitted. This step must be completed for the access request to be routed for approvals.

Once you submit your access request, it will be routed through necessary approvals. To check the status of your request or to submit a question, please visit the Site Access Request Status page.

Once your access request has received all required approvals, you will receive your informal invitation letter via email. After you receive your informal invitation letter, you must schedule your badge appointment if you requested on-site access.

Have you lost your Fermilab ID badge? Please report your ID badge as lost or stolen prior to scheduling your badge appointment.

Prior to your scheduled badge appointment, please complete all required training as listed below. You must complete all training to obtain your Fermilab ID badge.

Complete the test by clicking on the test link at the end of each presentation.  When you are done, make sure to click the button that says “grade test” in order to receive credit for completing the training.

*You may be required to enter your Services log in to access the training and/or tests.

  1. New User/Affiliate Orientation
  2. Workplace Violence and Active Shooter/Active Threat Awareness Training
  3. Sexual Harassment Awareness and Prevention Training

Day before your appointment

At 6 p.m. CST the business day prior to your appointment, you will receive an email with your badge appointment instructions. Please read the email in its entirety.

Please be prepared to bring all required documentation to your appointment, including your REAL ID-compliant document or alternative forms of identification .

If you are renewing your badge, you will need to bring your old badge to your appointment to return it.

Please note that a REAL ID that has a hole punched in it or the paper receipt from the DMV are not acceptable forms of REAL ID. In such cases, please bring alternative forms of identification.

Day of your appointment

On the day of your scheduled badge appointment, please go to the Fermilab Welcome and Access Center (Aspen East) in Fermilab Village to obtain your Fermilab ID badge prior to heading to your destination on campus. Hours and location can be found on the Homepage.

When you arrive at the security gate, be prepared to present your 1) QR code found on the informal invitation letter email and 2) REAL ID-compliant document or alternative forms of identification .

For information on arrival procedures, emergency preparedness reminders, security guidance, and other helpful site information and resources, please review the  Security and Emergency Management Site Guide.

Additional access-related processes

Update your multiple affiliations

To update your multiple affiliations, refer to the guidance documents below:

Terminating users and affiliates

The supervisory contact/point of contact should complete the following tasks when a subcontractor, user, affiliate or authorized guest terminates:

  • Email CampusAccess@fnal.gov with the name of the person and the termination date.
  • Collect the worker’s ID badge and return it to the Campus Access Office, located on the 1st floor of Wilson Hall and at the Fermilab Welcome and Access Center (Aspen East).
  • If applicable, collect the worker’s key(s) and dosimetry badge and return them to the Security Operations Center (SOC), located on the ground floor of Wilson Hall.

Translate the page

If you need to translate the webpage, the Google Chrome browser is recommended. On the right of the address bar, click translate and select your preferred language. Google Chrome will then translate the webpage.

Si necesita traducir la página web, se recomienda utilizar el navegador Google Chrome. A la derecha de la barra de direcciones, haga clic en traducir y seleccione su idioma preferido. Luego, Google Chrome traducirá la página web.