Security and Site Access

 

 

Brown Bag Presentations

November 11, 2021

November 18, 2021

COVID-19 Quick Links

Fermilab’s Protective Measures  and Security Measures remain a requirement while on site.

Please send questions to access@fnal.gov.

For more COVID information, click here.

Additional resources can be found at Users Office and Useful Information

COVID-19 Vaccine and Testing Plan

 


Employee (new and current)

New Employee

  • Must complete new employee onboarding
  • Must be added to the access list via the CCure Site Access Portal by employee’s supervisor
  • Must submit a badge appointment request via the scheduler

Badged Employee

User, Affiliate & Authorized GuestNew or Renewing Personnel

Follow the process indicated on the Campus Access and Experience website. Begin the process 6 weeks before needing access. Last-minute requests will not be accommodated.

Subcontractors

New or Renewing Personnel (Fermilab Badge Required)

  • An individual who accesses Fermilab facilities and resources who are working more than one day via a Procurement-managed subcontract with FRA- or DOE-approved agreement.
  • Must complete subcontractor training to perform work and a Fermilab ID badge.
  • Includes individuals who consult on behalf of the laboratory; therefore, they must follow the process indicated on the Campus Access and Experience website.

One-Day Subcontractor (Non-Badged) Access – Multiple Entries Not Permitted

A Badged Subcontractor Point of Contact or Division/Section must send email to access@fnal.gov with the following information by 12 p.m. the prior business day [NOTE: Unless you have a QR code]:

  • Subcontractor First and Last Name
  • Date of Access
  • Purpose of Visit
  • Access Location (work location)
  • Country of Citizenship

The Fermilab Point of Contact for the Subcontractor should be copied in the email if request is from a badged Subcontractor.

Same-day requests WILL NOT be accepted unless deemed an emergency by the Security Chief.

Subcontractor must be escorted at all times by a Fermilab badged individual while performing work. Multiple entries are not permitted. No “chaining” requests!

Access confirmation email from the Security Operations Center (SOC) will be sent to Points of Contact (Subcontractor and/or Fermilab).

 

Business Visitor

  • 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.
  • Does not require training or a Fermilab ID badge
  • Does not receive payments or reimbursement using DOE funds
  • Required to show a valid REAL ID at the security gate

Must follow the process listed on Fermilab’s Security website.

A badged Employee or Subcontractor must send email to access@fnal.gov with the following information by 12 p.m. the prior business day [NOTE: Unless you have a QR code]:

  • Business Visitor First and Last Name
  • Date of Access
  • Purpose of Visit
  • Access Location (work location)
  • Country of Citizenship
  • The Fermilab Point of Contact for the Subcontractor should be copied in the email if request is from a badged Subcontractor.

Same-day requests WILL NOT be accepted unless deemed an emergency by the Security Chief.

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

Access confirmation email from the Security Operations Center (SOC) will be sent to Points of Contact (Subcontractor and/or Fermilab).

 

KEY STEPS IN THE PROCESS<

Submit Access Request Form (Non-Employees)

Complete Onboarding

Request a Badge Appointment

 

UPCOMING CHANGES FOR NON-EMPLOYEES THE WEEK OF DECEMBER 6, 2021

Print or have on hand your informal invitation letter with QR code for the Security Gate.

QR Code will expire after two (2) days.

Visual Example>

 

 


COVID-19 Vaccine Mandate – January 18, 2022 – Employee

Employee

FRA employees are required to be fully vaccinated against COVID-19, regardless of work location or telework status, unless they have requested and received an approved accommodation by the Vaccine Accommodations Committee.

  • Fully vaccinated means completing all required doses and completing a two-week waiting period
  • Provide proof of vaccination to the Fermilab Occupational Medical Office (FOMO) via the FermiWorks inbox item “COVID-19 Proof of Vaccination.”
  • If proof of vaccination was previously provided to the FOMO, it is still required to resubmit the information in FermiWorks. We are sorry for the inconvenience.
  • Attestations regarding vaccine status for employees will no longer be accepted after Jan. 18, 2022.

Until Jan. 18, 2022, employees who are not fully vaccinated and work on site should continue submitting negative COVID-19 test results here each week until fully vaccinated.

  • On-site testing  is available in the Fermilab Occupational Medical Office (FOMO) on Tuesdays. An appointment is required. Schedule appointment via the scheduler.
  • Regardless of work location or telework status, be aware that employees who are not fully vaccinated and do not have an approved accommodation by Jan. 18, 2022, will be subject to the Failure to Vaccinate Progressive Discipline Policy.

Visit our COVID-19 vaccination policies, accommodations process, FermiWorks instructions and HR Partner contact information.

Fermilab’s Vaccine and Testing Plan – User/Affiliate

Users and Affiliates

  • Fermilab users and affiliates who come on site are required to 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.
    • Please update your attestation for via FermiWorks following  these instructions.
    • Beginning Jan. 18, 2022, testing frequency will increase. Non-vaccinated users and affiliates will be required to provide proof of negative test results taken within the previous 72 hours for site access.

Fermilab’s Vaccine and Testing Plan – Subcontractor

Subcontractors

  • Fermilab subcontractors are required to develop and submit to FRA a vaccination/testing program, which minimally includes the following:
  • Their employees and sub-tier subcontractors will follow their company’s Corporate Policy and Guidelines for Covid-19.
  • All employees and sub-tier subcontractors will carry on their person an attestation of their Covid-19 Vaccination status.
  • If employees or sub-tier subcontractors are not vaccinated, fully vaccinated or decline to respond, in addition to their attestation status, they will have to carry on their person a negative Covid-19 test result taken by them within the past 7 days.
  • Employer will send by noon on Friday for each week they have employees or their sub-tier subcontractors on site at Fermilab a Covid-19 Report and Representation to covid19report@fnal.gov. If no employees or sub-tier subcontractors are on site during a week, then no report needs to be submitted.
  • Some Fermilab subcontractors will have new vaccination requirements; the Procurement department is working through the process with them.

Subcontractors with awards meeting certain criteria:

A clause mandating that all the employees of that company to be fully vaccinated for COVID-19 will be included in all Subcontracts and Purchases unless the employee has an approved accommodation based on a medical condition or sincerely held religious belief from the subcontractor.  Any subcontractor employee who has received an accommodation and works on site must have a negative test result taken within 72 hours on their person. It is the sole responsibility of the subcontractor to ensure compliance with this requirement under the terms of their subcontract with FRA:

  1. Exceed the Simplified Acquisition Threshold (SAT) ($250,000) or at any tier, and
  2. Are for Services or Construction performed in whole or in part within the United States.

All solicitations meeting the above criteria now contain this Vaccine Mandate Clause

  • Subcontracts awarded meeting criteria 1) and 2) will contain the clause that mandates all the employees of that company be fully vaccinated by January 18, 2022.
  • Any Task Order awarded meeting criteria 1) and 2)  will contain the clause that mandates all the employees of that company be fully vaccinated by January 18, 2022.
  • Extensions or renewals of existing Subcontracts and Task Orders, will be negotiated on a bilateral basis to contain the clause that mandates all the employees of that company be fully vaccinated by January 18, 2022.
  • Exercising of an option on an existing Subcontract or Task Order, will be negotiated on a bilateral basis to contain the clause that mandates all the employees of that company be fully vaccinated by January 18, 2022.

Attestation and Covid-19 Testing and Vaccination Program Protocols are also part of this mandate

Subcontractors with new awards below the SAT ($250,000) will follow the Existing Attestation, Vaccination and Testing Plan.

Negative COVID-19 tests must be provided as being taken within the last 72 hours.

Fermilab’s Vaccine & Testing Plan – Business Visitors

Business Visitors

Unbadged business visitors are required to present an attestation form at the entrance gate. Forms can be found here.

If not fully vaccinated:

  • Must have a negative COVID-19 test within 72 hours to gain site access
  • The business visitor attestation form will be provided at the entrance gates

If fully vaccinated:

  • The business visitor attestation form will be provided at the entrance gates or by the host for the business visitor prior to their arrival.

Note: If the Business Visitor requires a badge, then they are not considered a Business Visitor. They are required to submit an access form and fill out the attestation form in FermiWorks.

Fermilab’s Vaccine and Testing Plan – Authorized Guest

Authorized Guest

Day care parents and guardians who are not FRA employees, Users, or affiliates are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.

Village residents who are not Fermilab employees, Users or affiliates are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.

Commercial delivery personnel are not required to be vaccinated or tested but must follow all mask and social distancing safety protocols.

 

 

 

Q: I have an active badge. How do I get onsite?

A: For one-time or infrequent access your Department Head creates a request in the CCure Site Access Portal that the D/S approves. If you regularly work on-site, your POC may request that the Security Operations Center (SOC) adds you to the “On-Site Workers” list.

Employees – Contact your supervisor for approval
User/Affiliate – Contact your Division/Section for approval
Subcontractor – Contact your POC


Q: I need to have a supplier on-site for a one-day meeting.  What do I need to do?

A: They are considered a business visitor. Submit the following information to access@fnal.gov [NOTE: Unless you have a QR code]:

  • Visitors First and Last Name
  • Company/Institution Name
  • Date of Access
  • Purpose of Visit
  • Access Location
  • Country of Citizenship

If the business visitor is a non-U.S. citizen, Foreign National Access Program (FNAP) and Export Control will perform their verification and approve the business visitor. They must be escorted 100 percent of the time and present a valid REAL ID at the security gate.

Access information can be found on the Security website.


Q: What do I need to do if I have people coming on site to attend a meeting, workshop, review, or conference for one to three days?

A: These are considered Business Visitors. Submit the following information to access@fnal.gov [NOTE: Unless you have a QR code]:

  • Visitors First and Last Name
  • Company/Institution Name
  • Date of Access
  • Purpose of Visit
  • Access Location
  • Country of Citizenship

If the business visitor is a non-U.S. citizen, Foreign National Access Program (FNAP) and Export Control will perform their verification and approve the business visitor. They must be escorted 100 percent of the time and present a valid REAL ID at the security gate.


Q: I have subcontractor coming on site to do work which can be completed in ‘one’ day.  What do I need to do?

A: Submit the following information to access@fnal.gov [NOTE: Unless you have a QR code]:

  • 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.


Q: I have a subcontractor coming on site to deliver supplies. What do I need to do?

A: 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.


Q: Do all subcontractors need to attend Subcontractor Orientation?

A: Subcontractors requesting on-site a Fermilab badge 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 in the Wilson Hall One West Conference Room at 7:30 a.m.  For further information regarding subcontractor orientation, email gert@fnal.gov.


Q: What if I have a non-U.S. citizen user or affiliate needing access for one year.  What additional steps do I need to take?

A: 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.


Q: What if I have a non-U.S. citizen subcontractor needing access for one year. What additional steps do I need to do?

A: 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.


Q: I have a contractor who doesn’t have a valid REAL ID.  Can they be escorted while on site?

A: 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.


Q: What is a non-U.S. citizen?

A: A person without U.S. citizenship or nationality.


Q: If I have a green card does that give me U.S. nationality?

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


Q: Who should I contact if I have questions regarding onboarding and badging appointments?

A: Send email to accesscontrol@fnal.gov[NOTE: Unless you have a QR code]


Q: Who should I contact regarding one day access or business visitor access?

A: Send email to access@fnal.gov [NOTE: Unless you have a QR code]


Q: Are vaccinations mandated for Subcontractors?

A: 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


Q: Where do these requirements apply?

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


Q: What is meant by random testing?

A: 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.


Q: What is meant by random verification?

A: 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.


Q: What happens if I don’t have my form/test result on my person?

A: 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.


Q: What must be included in the Subcontractor Vaccination and Testing Plan

A: 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).


Q: Where do Subcontractors send weekly reports? What form is the report sent in?

A: 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.


Q: I’m a remote user and will be coming on site in the next couple of months. When do I need to complete the attestation form?  

A: 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.


Q: I don’t have access or have forgotten my users name and password to log in to FermiWorks. What do I need to do?

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.


Q: Do remote/logical access users or affiliates need to submit an attestation form?

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


Q: I live in the Village with my family.  Does my spouse or children need to submit an attestation form or provide COVID-19 test results?

A: 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.


Q: I’m a User/Affiliate and plan on coming on site soon, how do I fill out the form?

A: 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.


Q: I’m a user/affiliate who traveled internationally and I’m fully vaccinated in my home country.  I will be living in the Fermilab Village. What are my requirements?

A: 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