Global Services

New Employees 

New employees must complete the following: 

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

Badging process: 

1. New employees will have their photo taken by the South Dakota Human Resources Business Partner (HRBP) to add to their Fermiworks profile.
2. The HRBP will arrange a time for physical compliance verification of the employee’s Real-ID with the SD Campus Access office during onboarding.
3. 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. The renewing employee’s supervisor must verify any physical keys of the renewing employee. The supervisor will start receiving this notification to review 30 days prior to the badge expiration. Renewing employees should ensure their supervisor’s physical key verification is complete prior to scheduling a badge appointment.
2. The renewing employee must schedule a badge appointment by emailing SDCampusAccess@fnal.gov no more than 30 days prior to the current badge expiration date. However 5 business days prior is recommended.
   • Non-US citizens: the Visa office will notify you when your badge is entered in the system and are set to schedule a badge appointment.

Renewing Employees – Term (i.e., Research associate, On-call, Scientist emeritus, etc.)

Badging process: 

1. The renewing employee’s supervisor must verify any physical keys of the renewing employee. The supervisor will start receiving this notification to review 30 days prior to the badge expiration.
2. Before scheduling your badge appointment:
   1. Renewing employees should ensure their 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 HR 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 2 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 office to check if the badge is updated.
      • Non-U.S. citizens: The Visa office will notify you when your badge is entered in the system and are set to schedule a badge appointment.
3. Once the above steps are completed, schedule your badge appointment by emailing SDCampusAccess@fnal.gov. 

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. This lock system 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 a visitor or 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 
  • Fermi 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 worker’s ID badge and return it to the South Dakota Services Office (SDSO) located at 206 Ellison Ct., Lead, SD.
2. If applicable, collect the worker’s key(s) and dosimetry badge and return these items to the SDSO.

There are various ways to begin the access request process depending on your worker type and current access. For more information on access types, check out these helpful links:

• Definitions of Worker Types
• Access Types and Guidance Document

Prior to filling out the form, review the access request instructions tab to ensure you have all required information ready.

1) New to the lab, or renewing or extending computing and/or onsite access as an affiliate/user, subcontractor or authorized guest:

• Please complete the computing and onsite access request form. While completing the form, please have the following ready:

1. 1. Scan of your photo ID (i.e. Passport or REAL ID document)
   2. If you are a non-US citizen, Curriculum Vitae (CV)

• For guidance, check out these helpful links:
  • Screenshots of the access request for users and affiliates
  • Screenshots of the access Request for authorized guests
  • Screenshots of the access request for subcontractors
  • Video Tutorials for approval processing

2) Already have a computing account as an affiliate/user, or subcontractor, but now need an ID badge:

• Please complete the onsite-only access request form (Services log-in required)
• For guidance, check out these helpful links:
  • Screenshots of the onsite-only access request form
  • Video Tutorials for approval processing 

3) Points of contact (POC) would like to begin the access process for an affiliate/user, authorized guest, or subcontractor*: 

• Please complete the Invitation Process (Services log-in required).
• For guidance, check out these helpful links:
  • Screenshots of the invitation process for POCs
  • Video Tutorials for approval processing

*For one-day subcontractors/urgent short-term workers, follow the process outlined here.

Once the point of contact completes the invitation process, the invited individual will receive an email to submit the rest of the required access information. You must complete this step for your access request to be submitted for approvals.

Please keep the following in mind:

• Do not fill out another access request form if you already submitted one recently. Instead, please 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 you will receive access for. Do not put a shorter remote end date if you do not intend to shorten your remote access.

Once your access request has gone through all 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. 

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

Affiliates, users, and contractors coming onsite will need to make sure all of your required training is complete prior to your final approval.

Read more about required trainings (click on the “Training” tab).

Important things to keep in mind as you prepare for your badging appointment:

• You will receive an email from the SD Campus Access office confirming your badge appointment.
• At SDSO, be prepared to present your REAL ID document.
  • If you do not have a REAL ID, 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.
• Please bring the appropriate documents, including a REAL ID to your badge appointment.
• If you are renewing your badge, you will need to return your old badge at your appointment.

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. This lock system 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 a visitor or 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 
  • Fermi ID # 
  • Dates of your visit  
  • Frequency of travel (for permanent code requests)  

There are two ways to begin the access request process for business visitors. Either way is acceptable in beginning the access request process for business visitors.

1) Points of contact (POC) would like to begin the access process: 

• Please complete the Invitation Process (Services log-in required).
• For guidance, check out these helpful links:
  • Screenshots of the invitation process for POCs
  • Video Tutorials for approval processing

Once your point of contact completes the invitation process, the invited business visitor will receive an email to submit the rest of the required access information. The business visitor must complete this step for your access request to be routed for approvals.

2) Complete the form yourself: 

• Coordinate with your Fermilab point of contact on the details of your visit.
• Please complete the access request form. Select “Business Visitor” as the visitor type.
• While completing the form, please have the following ready:
  1. Scan of your photo ID (i.e. Passport or REAL ID driver’s license)
  2. Visa documents, if applicable
• For guidance, check out these helpful links:
  • Screenshots of the Access Request for Business Visitors
  • Video Tutorial of the Access Request Process (see video 5)

Once the access request is submitted, it is routed through the appropriate approvals prior to access granted.

Need to check the status of your submitted request?

Look up your request using your requested item (RITM) number on this page. If you have further inquiries, please submit a question using the status page.

Once access is approved, onsite 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, onsite 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 South Dakota Services Office (SDSO) located at 206 Ellison Ct., Lead, SD 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. 
2. FRA point of contact (POC) or designated person, must provide the name of FRA Visitor(s) to the SDSTA Admin Front Desk by at least noon the previous day of their arrival. Email: chess@sanfordlab.org or adminservices@sanfordlab.org.
3. Business visitors should be prepared to present your *REAL ID document.  *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.
4. Day of arrival:
   1. Stop at South Dakota Services Office located at 206 Ellison Ct, Lead, SD and provide your REAL ID document. You will then be issued a business visitor temporary badge.
   2. Next travel to the Ross Guard House gate.
   3. Identify yourself to the security guard and the guard will confirm 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 the FRA Visitor(s) either at the Ross Guard House or Ross Dry building, as instructed. It is important the POC is available for the phone call from Security.

Business Visitors must be escorted when in non-public access areas by a Fermilab-badged individual.