Global Services

• Do not fill out another access request form if you recently submitted one; instead, check the status of your request. If you have further inquiries, please submit a question using the status page.
• Whatever dates you put on your access request are the dates for which you will receive access. Do not put a shorter remote end date if you do not intend to shorten your remote access.

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).

If you are requesting on-site access (ID badge) with or without computer access, 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 location where you will be working. Please check with your Fermilab point of contact if you are unsure.
3. The name of your Fermilab point of contact.
4. Subcontractors only: You must have your purchase order (PO) number. Please check with your point of contact for this information.

If you are requesting remote access (computer accounts only), 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.

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.

• Screenshots of the Computing and Onsite Access Request Form for Users and Affiliates instruction document
• Screenshots of the access request for subcontractors
• Screenshots of the invitation process for POCs
• Video tutorials
• Site access and badging reference guide

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 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 the 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 gone through all the necessary approvals, you will receive your informal invitation letter via email. Once you receive your informal invitation letter, you must then schedule your badge appointment by emailing SDCampusAccess@fnal.gov.

* A minimum of 48 hours (business days) notice are required to schedule an appointment outside of our normal business hours.

Contractors in Lead, South Dakota, must schedule a time with South Dakota Campus Access at SDCampusAccess@fnal.gov to verify their REAL ID-compliant document and to continue to their South Dakota Science and Technology Authority (SDSTA) badging appointment (if access is needed at the Sanford Underground Research Facility (SURF) Ross Dry or underground).

Have you lost your 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.

Users and affiliates

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

Subcontractors

1. You must complete your safety training.  Contact your POC to schedule this training.
2. You must obtain a “blue card.” You must bring your blue card to your badging appointment to obtain a Fermi-ID badge.

Notes on the blue card and training

• The “blue card” is valid for 2 years.  Badges cannot be issued past the expiration date of the blue card.
• For the Batavia site:
  • If you do not have a valid blue card, please contact gert@fnal.gov to sign up for a training at the Batavia, Illinois site.
  • Training is held Monday through Friday at 7:30 a.m. in the Fermilab Users Center and can be done on the day of your badging appointment.
    • Regardless of your appointment time, you can come to the Fermilab Welcome and Access Center (Aspen East) right after training to get your badge.
• For the South Dakota site, contractors will complete training onsite in South Dakota
• Visit ESH subcontractor orientation class for additional safety training information.

Day before appointment

You will receive an email from the South Dakota Campus Access office confirming your badge appointment.

Please be prepared to bring all required documentation to your appointment, including your REAL ID-compliant document or alternative forms of identification (only applicable to those accessing the site for business purposes). Refer to the full list of required documents on our documents page.

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

Day of your appointment

Users, affiliates, subcontractors and business visitors who are coming on site to obtain their badge shall report to South Dakota Services Office (SDSO), located at 206 Ellison Ct., Lead, South Dakota. At SDSO, be prepared to present all the appropriate documents, including a REAL ID-compliant document. If you do not have a REAL ID-compliant document, please bring alternative forms of identification. *A REAL ID that has a hole punched in it and the paper receipt from the DMV are NOT acceptable forms of REAL ID. In this case, please bring the alternative forms of identification.

Request code for access to the South Dakota Services Office

While we work to implement card access at the South Dakota Services Office (SDSO), a combination lock system will be utilized, which requires a code for access. Because there is a limited number of codes to distribute, there are two variations of codes available based on the frequency of access to SDSO: weekly visitor codes (as needed) or permanent codes (frequent necessary access to SDSO).

To request either a visitor code or a permanent code:

1. Please email SDCardAccess@fnal.gov the Wednesday prior to your visit to SDSO. Failure to do so may delay access.
2. In your email include the following:
   • Name
   • Fermilab ID #
   • Dates of your visit
   • Frequency of travel (for permanent code requests)

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 South Dakota Services Office (SDSO), located at 206 Ellison Ct., Lead, South Dakota.

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. Visa documents, if applicable

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.

• Screenshots of the Onsite Access Request Form for Business Visitors instructions document
• Video tutorial of the access request process (see video 5)
• Screenshots of the invitation process for POCs
• Video tutorials for approval processing
• Site access and badging reference guide

There are two different ways to begin the access request process.

1. Option 1: Complete the form yourself by filling out the access request form. Select “business visitor” as the visitor type. Coordinate with your Fermilab point of contact on the details of your visit.
2. Option 2: If a point of contact 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.

To fully process a non-U.S. citizens business visitor request, the I-94 document is required. Please visit the documents page for full details on the I-94 document, including how to obtain it, and what to do if you need it corrected.

Once access is approved, on-site business visitors will receive an informal invitation letter with a QR code. which must be presented to the South Dakota Services Office. In addition to the informal invitation letter, on-site non-U.S. citizen business visitors will receive a formal invitation letter that can be used, if needed, in the visa process.

Business visitors must first report to the South Dakota Services Office (SDSO), located at 206 Ellison Ct., Lead, South Dakota, to obtain their temporary blue business visitor badge prior to heading to their destination. Follow the instructions below.

1. Business visitors are encouraged to confirm their arrival with the South Dakota Campus Access office 24-48 hours prior to their visit. Email SDCampusAccess@fnal.gov.
   1. *We require a minimum of 48 hours (business days) notice to schedule an appointment outside of our normal business hours.
2. An FRA point of contact (POC) or designated person must provide the name of the FRA visitor to the SDSTA administration front desk by at least noon on the day prior to their visitor’s arrival. Email: chess@sanfordlab.org or adminservices@sanfordlab.org.
3. Business visitors should be prepared to present their REAL ID-compliant document. 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 a REAL ID. In such cases, please bring alternative forms of identification.
4. Day of arrival:
   1. Stop at the South Dakota Services Office located at 206 Ellison Ct, Lead, South Dakota, and provide your REAL ID-compliant document or alternative forms of identification. You will then be issued a business visitor temporary badge.
   2. Proceed to the Ross Guard House gate.
   3. Identify yourself to the security guard; the guard will confirm that your name is on the log. Be prepared to provide the name of your point of contact (POC). If your name is not on the log and you do not have a POC, Security will not grant access.
5. Security will call the POC to meet you either at the Ross Guard House or the Ross Dry building, as instructed. It is important that the POC is available for the phone call from Security.

Business visitors must be escorted when in nonpublic access areas by a Fermilab-badged individual.

New Employees

New employees must complete the following:

• New employee onboarding prior to their employment start date.
• The I-9 verification process with employment services.

Badging process:

A new employee will have their photo taken by the South Dakota Human Resources Business Partner (HRBP) to add to their FermiWorks profile.

The HRBP will arrange a time for physical compliance verification of the employee’s Real ID with the South Dakota Campus Access office during onboarding.

Email SDCampusAccess@fnal.gov with questions about access to Fermilab secure spaces. Be sure to check junk folders and whitelist this email address.

Renewing employees — Regular full-time

Badging process:

1. If you are a renewing employee, your supervisor must verify any physical keys that are in your possession within the 12 months prior to your badge renewal. Your supervisor will receive this notification to review once a year. You should ensure that your supervisor’s physical key verification is complete prior to scheduling a badge appointment.
2. You must schedule a badge appointment by emailing SDCampusAccess@fnal.gov no more than 30 days prior to your current badge expiration date. However, five business days prior is recommended.
   • Non-U.S. citizens: The Fermilab Visa Office will notify you when your badge is entered in the system and you are then able to schedule a badge appointment.

Renewing employees – term (i.e., research associate, on-call, scientist emeritus, etc.)

Badging process:

1. If you are a renewing employee, your supervisor must verify any physical keys that are in your possession within the 12 months prior to your badge renewal. Your supervisor will receive this notification to review once a year. You should ensure that your supervisor’s physical key verification is complete prior to scheduling a badge appointment.
2. Before scheduling your badge appointment:
   1. You should ensure that your supervisor’s physical key verification is complete prior to scheduling a badge appointment.
   2. Your badge needs to be updated in the applicable systems.
      • U.S. citizens: The Human Resources records office will enter your ID badge in the systems and then email your division contact to notify them of the updated badge. If you do not receive anything from your division by two weeks prior to your badge expiration date:
        • Schedule your badge appointment by emailing SDCampusAccess@fnal.gov and the South Dakota Services Office will review status prior to confirming the appointment, or
        • Email the South Dakota Campus Access at SDCampusAccess@fnal.gov office to check if the badge is updated.
      • Non-U.S. citizens: The Fermilab Visa Office will notify you when your badge is entered in the system and you are then able to schedule a badge appointment.
3. Once the above steps are completed, schedule your badge appointment by emailing SDCampusAccess@fnal.gov.

Access will be added to badges shortly after they are issued. Please be patient, since this is a manual process.

Request code for access to the South Dakota Services Office

While we work to implement card access at the South Dakota Services Office (SDSO), a combination lock system will be utilized, which requires a code for access. Because there is a limited number of codes to distribute, there are two variations of codes available based on the frequency of access to SDSO: weekly visitor codes (as needed) or permanent codes (frequent necessary access to SDSO).

To request either a visitor code or a permanent code:

1. Please email SDCardAccess@fnal.gov the Wednesday prior to your visit to SDSO. Failure to do so may delay access.
2. In your email include the following:
   • Name
   • Fermilab ID #
   • Dates of your visit
   • Frequency of travel (for permanent code requests)

The supervisor should complete the following tasks when an employee terminates:

1. Collect the employee’s ID badge and return it to the South Dakota Services Office (SDSO) located at 206 Ellison Ct., Lead, South Dakota.
2. If applicable, collect the employee’s key(s) and dosimetry badge and return these items to the SDSO.