Global Services FAQ

Access and Badging: 

General Questions

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

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

Contact the Campus Access if you 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
  • People with Gym Memberships
    • Fermilab community members who have valid Gym memberships should have a valid Fermilab ID badge

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

Read more about Fermilab’s Access Policy here


View the Fermilab Access Policy here

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 (on the Mezzanine level of Wilson Hall) upon arrival at Fermilab.

Visit the Access and Badging website for more information

Contractors

Contractors should bring these documents  to the Campus Access Office (on the Mezzanine level of Wilson Hall) upon arrival at Fermilab.

Authorized Guests (Village Residents, Daycare and Recreation)

After applying for an Authorized Guest ID badge, please bring these documents to the Campus Access Office (on the Mezzanine level of Wilson Hall) 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 Badging 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 Badging 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.

Questions for Contractor Point of Contacts


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 contracto. Please renew your contractor’s ID 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.

General Campus Access FAQs


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.  Keys for housing and can be picked up after hours in the Communication Center, located on the ground floor of Wilson Hall. 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 Users Office and Badging Office make up Campus Access. We are located on the mezzanine level of Wilson Hall and are open Monday-Friday, 8:00-4:30.  We can be reached by email at campusaccess@fnal.gov or by phone at 630-840-3111 or 630-840-4376. 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.

 

Recreation

24/7, 365 days a year. You must have a valid gym membership and Fermilab badge to enter the Fitness Center.

No. The Fermilab Fitness Center is not open to the public. It is available only to Fermi Employees and Users/Affiliates who have a paid gym membership or a paid fitness class registration.

No, spouses are not eligible to participate at this time.

No, contractors and retirees are not eligible to participate in Fermilab Recreation activities. Guest Scientist Retired and Scientist Emeritus are able to participate in Fermilab Recreation activities.

Bike Share FAQ


If you are unable to find an open space on the Bike Share rack, please lock the bicycle to an ordinary bicycle rack. Please contact the bike share administrator to explain the situation and return the bicycle to a Bike Share rack at your next opportunity.


The Bike Share program is free to all Fermilab badge holders


You may rent the bicycle for up to 2 hours. The Bike Share program runs from sunrise to sunset.


You can only rent the bicycle for yourself. If you friend/ spouse is a Fermilab badge holder they can set up their own account to rent a bicycle


Yes. Bike Share members must wear helmets. If you do not, you may be stopped by security.

According to FESHM 10160 (4.4 Bicyclists), .. “any individual using a bicycle on loan from the lab… must wear a helmet.” If you are seen riding without a helmet, you will be issued a citation.


If the bicycle breaks down report it to the  the bike share administrator or through the web application.  If you are not on-site it’s your responsibility to get the bike back to the lab.


Please report any damage to the  the bike share administrator via email or through the web application.


1st offense –  a warning, we understand that accidents happen!

2nd offense – a temporary ban from the Bike Share Program and security will be notified.

3rd offense – a long-term to permanent ban from the Bike Share Program.

If the bike is stolen or damaged  while left unsecured, the last person to rent the bicycle will be responsible for the damages/ replacement of the bicycle.

Site Access and Badging

General:


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:

  • If you are a user, please go to: https://get-connected.fnal.gov/accessandbadging/access/
  • If you are a sub-contractors or authorized guest, please go to: https://getconnected.fnal.gov/contractor-id-badge/

The form is the same for everyone, but the process and requirements vary slightly.


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

Users, Contractors and Authorized Guests:

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.


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.
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. If you have any questions about where your request is in the process, contact us.


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”

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Step 2: Select “Worker Documents

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Step 3: Select “Add” and upload your documents

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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. Contact us 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.


You can go to https://get-connected.fnal.gov/ for training documents. You can reach out to your point of contact for assistance. You can also contact Campus Access if you are still having trouble


Please submit a new access request form at https://get-connected.fnal.gov/

Points of Contact:


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



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.


The person may need assistance with the sub-contractor, user, or authorized guest onboarding. Please
reference the get-connected.fnal.gov page.


Yes, you will receive reminders on a weekly basis
Once the access request process is completed, do I receive a notification email?
Yes. You are copied on the informal invitation letter to the requestor at the end of the process.


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 for more information
at https://get-connected.fnal.gov/.


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.