Access and Badging: Frequently Asked Questions

General FAQ


Please contact the Service Desk at servicedesk@fnal.gov, ext. 2345, or stop by their location on the ground floor of Wilson Hall.



Please contact the Service Desk at servicedesk@fnal.gov, ext. 2345, or stop by their location on the ground floor of Wilson Hall to register your device and connect it to the Fermilab network.



Medical care in the U.S. can become very expensive, very quickly for people without medical insurance. Fermilab requires that you have medical insurance that covers medical treatment for emergency and nonemergency illnesses and injuries and extends to incidents occurring while at Fermilab.



Yes, the lab is required to know who is accessing the site.




Your name should be on the housing list, which Security will be able to check to let you in the gate. Prior to your arrival, discuss your plans with Housing. They will give you instructions regarding checking in and picking up your keys. Your rental car pickup will need to be arranged with the company that you are renting from. Please note that taxi service to and from the village is not available after hours.


The Global Services Department encompasses Campus Access, Foreign National Access Program (FNAP), Visa, Event Coordination, and Housing offices. These offices are located at the Fermilab Welcome and Access Center at Aspen East and in the NW corner of the first floor level of Wilson Hall. Both are open from 7:30 a.m. to 4:00 p.m.


The Users Office and Badging Office make up Campus Access. We are located in the NW corner of the first floor level of Wilson Hall and are open Monday-Friday, 8:00-4:30.  Effective Monday March 23rd, 2020, the Campus Access will be available by appointment only with a minimum of 24-hour notice.  Please email us to schedule an appointment.


Employees
  • All Fermilab Employees should have a valid Fermilab ID badge.
Users

You should have a valid Fermilab Badge if you are coming onsite.

Visit the Access and Badging website for more information. Contact the Campus Access if you still have questions.

Contractors
  • Contractors working on site should have a valid Fermilab ID badge
Authorized Guests
  • Village Residents
    • People staying in the village, including family members and guests, should have a valid Fermilab ID badge
  • People with children in Daycare
    • Authorized family members who need to access the Daycare should have a valid Fermilab ID badge

Fermilab is accessible to the public from 8 a.m. to 8 p.m. with a valid photo ID. Read more about visiting Fermilab here. 

Read more about Fermilab’s Access Policy here (Services password required)


View the Fermilab Access Policy here (Services password required)

Employees
  • New Employees
    • You will be issued your first ID badge during orientation. Contact your supervisor to make an appointment to get your badge.
  • To renew your ID badge
    • Confirm any keys you have with your point of contact.
    • If applicable, review any immigration or temporary employment documentation with the Visa Office and/ or your point of contact.
    • Make a badging appointment with the Campus Access Office up to two weeks before you ID badge expires.
Users/ Affiliates

To renew or obtain your first Fermilab ID badge:

Visit the Campus Access Office website and follow the steps.

Contractors

To renew or obtain your first Fermilab ID badge:

Visit the Campus Access Office website and follow the steps.

Authorized Guests

To renew or obtain your first Fermilab ID badge:

Visit the Campus Access Office website and follow the steps.


Employees

Employees should bring any documentation requested with them to the 15th floor for orientation. You will have received an email with a list of appropriate documentation. Visit the Workforce Development Resource Section (WDRS) for more information.

Users/ Affiliates

Users and Affiliates should bring these documents  and your current insurance card or proof of insurance to the Campus Access Office upon arrival at Fermilab.

Visit the Access and Badging website for more information

Contractors

Contractors should bring these documents  to the Campus Access Office upon arrival at Fermilab.

Authorized Guests (Village Residents, Daycare)

After applying for an Authorized Guest ID badge, please bring these documents to the Campus Access Office upon arrival at Fermilab.



ID photos for badges must be updated if they are older than one year.



Contact the Security Ops Center (SOC) at X3414 or stop by the SOC on the ground floor of Wilson Hall and have your card checked.



Talk to your point of contact about what access you need. You can request access and keys with this form or email cardaccess@fnal.gov for more information.


  • Call X3414 or
  • Stop by the SOC window on the ground floor of Wilson Hall
  • You can request keys with this form 



Report a lost or stolen badge here, then come to the Campus Access Office to replace your ID.



No. Fermilab ID badges are the property of the U.S. Government and must be returned when you leave Fermilab, or when it expires. Please return your ID badge to the Campus Access Office or the Security Booth before you leave, or when it expires.



Event Visitor

  • A business visitor who is attending a conference, meeting, school or workshop, or another event as determined by the Fermilab Conference Office.
  • Event visitors (both onsite and virtual) will register for events through Fermilab Indico, if applicable. For onsite visitors, the registration will automatically generate Business Visitor Onsite Access Request in ServiceNow, and the request will go through an approval process.
  • Once all approvals have been granted, onsite event visitors will receive a business visitor pass with a QR code, which they must present at the security gate to gain access.

For more information visit Fermilab’s Security website.

Access Request


First, fill out and submit the access request form. After your request is reviewed, you will receive an email prompting you to login to FermiWorks and enter additional information there. Once you have completed the required fields in FermiWorks, you will receive an invitation letter with all the important information about training requirements and accessing your accounts. Once your access has been approved, you will make an appointment for a badge.
Please bring the required documents as listed at https://get-connected.fnal.gov/documents/.

Visit the instructions page for more information.



All new users, sub-contractors, and authorized guests need to submit an access request form. If the person is not performing physical work and they are being escorted by a Fermilab badge-holder the entire time they are at Fermilab, then they do not need to submit an access request form. Otherwise, they need to submit the access request form.

All current users, sub-contractors and authorized guests will be prompted to fill in and validate their information in the new access form and FermiWorks when their account is up for renewal.



For more information on the access request process and the link to the form, visit the Access and Badging website.



It could take anywhere from a few days up to four weeks depending on the specific situation.

Access Steps Quick View

Affiliates, Authorized Guests, Contractors and Users


No. Unless you have been instructed to by the Campus Access Office, do not submit your form again. Doing so could delay the processing of your access. If you are unsure about a delay in access and have questions, please contact Campus Access.

See the Access Steps Quick View for information on the access process and timeline.

Subcontractors must complete subcontractor orientation and receive a “blue card” as proof of completion every two years.

Users and Affiliates must complete (1) New User/Affiliate Orientation and (2) Sexual Harassment Awareness and Prevention Training in order to get their first ID badge.   They must also completed (3) Workplace Violence and Active Shooter/Active Threat Awareness Training the first time they get an ID badge and then again every 3 years.

Training must be valid at the time a badge is issued; for example, if your blue card or Workplace violence training are expiring next month but you are receiving a badge today, you do not need to repeat them at this time.

See more information on our information page (click on the “Training” tab): https://get-connected.fnal.gov/accessandbadging/instructions/


Do not enter an email that you cannot access. You will need to check your individual email to complete the process.

You should enter your individual email address so you can directly receive your account login information and instructions and to keep your personal information secure.
You should not use an email account that you share with others, such as a general company email address. It may cause a delay.
If you do not have a personal email address, please consider creating a free email address through an email service (gmail, yahoo, etc.)


Check your junk mail/ spam. If it is not there, contact the Service Desk at 630-840-2345. They can help you reset your password



Your request needs to go through a number of approvals, which can take some time.

See the Access Steps Quick View for information on the access process and timeline.
If you have any questions about where your request is in the process, contact Campus Access.



You will continue to receive notices until (1) your accounts are actually extended and your current ticket is completely closed and/or (2) until you get a new ID badge or your current one completely expires. Please make sure you have completed all of your onboarding in FermiWorks so that we can extend your accounts. Once you have completed your onboarding, request an appointment for your new badge.



Step 1: Log into Fermiworks and select “Personal Information”

View Screenshot

Step 2: Select “Worker Documents

View Screenshot

Step 3: Select “Add” and upload your documents

View Screenshot

Step 4: Choose “ID verification”

View Screenshot


Your emergency contact should be a personal contact such as your spouse, family member, or friend
who Fermilab would contact if you were hurt or if there was an emergency. This should NOT be your
Fermilab point of contact, supervisor, etc.


If you do not know your PO number, contact your Fermilab Point of Contact



If you have a United States phone number, your country code is ‘1’
If you do not have a United States phone number, you can look up your country code online.



Contact your Fermilab Point of Contact



To check the status of your request, you can contact your point of contact. If you have completed your onboarding, you may request an appointment.
See the Access Steps Quick View for information on the access process and timeline.

Contact Campus Access if you are having trouble.



Yes, if your request is approved, you will receive an email with information on how to login to
FermiWorks and complete the onboarding process.



Yes, authorized guests and sub-contractors will now fill out their own access request form and information in FermiWorks. This helps keep your information private and speeds up the badging process once you are onsite.



Visit the Access and Badging Instructions website for detailed instructions. You can reach out to your point of contact for assistance. You can also contact Campus Access if you are still having trouble


Points of Contact


Yes, you can only be a point of contact if you have an active badge and Services account.



Visit the Campus Access Office website for the instructions on applying for a Fermilab ID Badge for a contractor



The process for renewing a contractor is the same as applying for a new ID. Visit the Campus Access Office website for the instructions on applying for a Fermilab ID Badge for a contractor. Please renew your contractor’s ID at least a few days before their ID badge expires .



If your contractor requires a computer account, please indicate so on their access request. If you contractor is already badged or approved for a badge and you now want to add computing access, they will need to resubmit the access request.


Yes, you must review the information and either approve or reject the request. Please note that if you
reject the request, the requestor will have to re-submit the access request form. If you are validating the
request for a sub-contractor, you can send an email to the Contingent Coordinator (see your division
administrator for further instructions) to make changes to the P.O. number and lab affiliation
information.



If you do not know the person, reject the request. If you are not sure, contact the requestor and ask for
more information. It’s your responsibility to identify and validate that you know and have invited the
person to access the lab.



Yes, you will receive reminders on a weekly basis.


Yes. You are copied on the informal invitation letter to the requestor at the end of the process.


See the Access Steps Quick View for information on the access process and timeline.
Visit the Access and Badging Website for more information
Contact Campus Access if you still have questions.



Their onsite location is the primary place they will be working, or if they will not be working from a
specific place, it is the building where their supervisor or point of contact is located.




Procurement will send out letters to sub-contractors informing them of the changes. As a POC, you
should also be communicating the changes to your contacts.

Contingent Coordinators


You can reassign your tasks to another contingent coordinator, or a contingent coordinator in your
group can look at and work your tasks while you’re gone. You should designate a backup to cover for
you if you are not available. Please see the contingent coordinator training slides above.



No. Anyone coming onsite should follow the current process to request access. This process does not
add them to the list.



Yes, you will get an email and a weekly reminder if you have a pending task.



Yes, it is updated from EBS so it should be accurate and up to date.



You can go to the PO Lookup or Web Query on finance site to look at requisitions and PO numbers.

Event Visitors

Events that have been fully approved in EAS are then routed to the FNAP office to assign the DOE S&T Risk Matrix Level, possible exemptions, and collect FNSP and Host information. Once this is complete, the Indico link will be generated.

Currently, Fermiworks is the means for the FNAP office to collect the necessary data needed to enter into the DOE Foreign National database FACTS. It is required to capture foreign national access, both logical and physical in FACTS.

After a foreign national completes onboarding, the FNAP office is then required to review and verify the information. Once the review is marked as approved and completed, the informal invitation letter and QR code will be generated.

The FNAP office is unable to complete contracting foreign nationals until all sufficient documentation of immigrant or nonimmigrant status, citizenship, and identity is obtained per DOE requirements. This includes the I-94, which is issued after the individual enters the U.S. The FNAP Office will reach out to foreign nationals if they require additional information, such as travel dates and times and missing visa documentation.

Per the access policy, a business visitor is defined as:

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.

Site and Security Access FAQ

 

  1. Coordinate with your Fermilab POC the   details of your visit.
  2. Fill out the Site Access and Badging form.
    • Once submitted, the access request will need to be approved by the POC.
    • In addition, non-U.S. citizens’ 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.
  3. Once access is approved:
    • Non-U.S. citizens 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 non-U.S. visitors will also receive a formal invitation letter.

  1. Coordinate with your Fermilab POC the   details of your visit.
  2. Fill out the Site Access and Badging form.
    • Once submitted, the access request will need to be approved by the POC.
    • In addition, non-U.S. citizens’ 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.
  3. Once access is approved:
    • Non-U.S. citizens 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.

Submit the following information to access@fnal.gov

Visitors First and Last Name

Company/Institution Name

Date of Access

Purpose of Visit

Access Location

Country of Citizenship

If the subcontractor is a non-U.S. citizen, Foreign National Access Program (FNAP) and Export Control will perform their verification and approve the subcontractor. They must be escorted 100 percent of the time and present a valid REAL ID at the security gate. Note: Multiple entries are not permitted.

They are granted access at the gate as long as they have a bill of lading or enough information to provide delivery location. They are not allowed inside buildings at any time.

Subcontractors requesting a Fermilab badge on-site must attend Subcontractor Orientation prior to their badge appointment. Steps on how to request a badge appointment can be found here. Subcontractor orientation is conducted daily at Aspen East at 7:30 a.m. For further information regarding subcontractor orientation, email gert@fnal.gov.

They must complete the Access process. Step-by-step instructions can be found here. In addition, non-U.S. citizen users or affiliates must provide a current CV with no gaps in time and be reviewed and approved by the Foreign National Access Program (FNAP) and Export Control.

They must complete the Access process. Step-by-step instructions can be found here. In addition, non-U.S. citizen subcontractors must be reviewed and approved by the Foreign National Access Program (FNAP) and Export Control. Non-U.S. citizen subcontractors are not required to provide a current CV.

No. Everyone conducting work must present a valid REAL ID. Delivery drivers are the only exception, but they must present a bill of lading or delivery slip with location and contact information.

A person without U.S. citizenship or nationality.

No, you are a legal permanent resident. You remain a citizen of your home country.

Vaccination mandates for subcontractors and their sub-tiers will apply to subcontracts for Construction and Services that are at or greater than $250,000 that will be awarded on or after November 14, 2021. The subcontractor has until December 8, 2021, to have all their employees and sub-tier subcontractors fully vaccinated with the COVID-19 vaccine.

Subcontractors who have an existing contract at or greater than $250,000 will be required to follow the attestation, negative COVID-19 test no more that 72 hours old, and weekly reporting along with masking. The vaccine mandate will apply should an option be exercised or a period of performance be extended.

Subcontractors with subcontracts less than $250,000 will be required to follow the attestation, negative COVID-19 test no more that 72 hours old, and weekly reporting along with masking

Answer: Fermilab vaccination and testing requirements apply at all Fermilab locations, including Batavia, IL and Lead, SD.

Each day at different times, Fermilab personnel in Batavia, IL will select random people for the rapid COVID-19 tests. This random testing applies to anyone arriving at Fermilab, whether or not they are vaccinated. Approximately 50 random tests will be taken each week and will be conducted in the Fermilab Occupational Medical Office.

Periodically, Fermilab oversight personnel will ask on-site workers of all types to present their personal attestation form as to vaccinations, and if required, a negative COVID test result.

If you do not have your personal attestation form, you are not allowed on site. If you have your attestation form and it indicates you are not fully vaccinated, but you do not have a negative COVID test within the past 7 days, you are not permitted on site.

Weekly acknowledgment of compliance with Fermilab Vaccination and Testing Policy. The total number of subcontractor employees and sub-tier employees on site at Fermilab (Batavia and Lead). The total number of subcontractor and sub-tier subcontractor employees on site who are vaccinated. Subcontractors must collect attestations as to vaccination status from all employees on site at Fermilab (Batavia and Lead). Sub-tier subcontractors must collect attestations as to vaccination status from all employees. Subcontractors and sub-tier subcontractors must ensure that all of their employees who attest that they are not fully vaccinated (or decline to answer) have a negative COVID-19 test within 7 days of being on site at Fermilab. Subcontractors and sub-tier subcontractors must ensure that employees carry on their person a personal attestation and negative COVID-19 test (if they are not fully vaccinated or decline to say).

FRA subcontractors are required to send weekly reports to covid19report@fnal.gov. Please use the template reporting form to submit weekly reports for your personnel as well as your sub-tier personnel aggregated in one weekly report.

Prior to your arrival. If you indicated on-site access on your access form their will be an alert in FermiWorks with instructions on how to complete the form.

Answer: Contact the Service Desk and they will provide you with your username and reset your password. This will require a Zoom session to verify your identity.

Answer: No, not at this time. Only users or affiliates accessing the site physically.

No, not at this time. Vaccination status or test results not required Face covering and social distancing are required regardless of the community transmission or prevalence rates.

If you submitted your access form prior to Oct. 4, 2021 you will receive an alert in the FermiWorks system that will provide instructions on how to complete the form. If you submitted your access request on or after Oct. 4, 2021, it will be part of your on-boarding steps in the FermiWorks system.  Follow the instructions and complete the task in your inbox.

You must quarantine for 5 days, receive a negative COVID test from the Fermilab Medical Office before you move in to shared housing, must avoid close proximity work, and do the following.
Submit an attestation form indicating they are fully vaccinated or have had a negative test result within the last seven days.

 

Negative test results must be submitted to this portal two business days prior to site access.

Onsite testing at the FOMO will be available by appointment only each Tuesday. A link to schedule appointments can be found here.

There will be a limited number of tests provided depending on availability.

If all available appointments are filled on the scheduler, then users and affiliates will need to be tested offsite.

If you have questions about the content on this page, please contact Joe Rogers, Security Chief

 

 

[/fnal_accordion]