Visits to Lawrence Berkeley National Laboratory by employees of other organizations or companies not only are an important element of scientific collaboration, knowledge exchange and technology transfer, but also are one way that the Laboratory meets its educational and public service objectives.
Site access is a privilege granted in accordance with Laboratory policy and procedure to individuals who do not have regular-employee status. This privilege may be withdrawn at any time. Loss of privilege may occur for various reasons, including nonconformance with Laboratory policies and procedures. Access privileges granted to any visitors under this Site Access policy do not confer University/Laboratory employee status or any benefits that would come from that status.
Access to the Laboratory is granted subject to the willingness and ability of non-employees to comply with all relevant Laboratory policies, procedures and instructions, including those related to health, safety and the protection of the environment.
The Laboratory’s policy on substance abuse in the workplace is set forth in RPM §2.23(C)(1) (Substance Abuse in the Workplace). In relevant part this policy states:
“The Laboratory strives to maintain a work site free from the illegal use, possession, or distribution of alcohol; or of controlled substance as defined in Schedule I-V of the Controlled Substances Act (21 USC 812) and 21 Code of Federal Regulations 1308. Unlawful manufacture, distribution, dispensing, possession, use, or sale of alcohol or of controlled substances by employees in the workplace, on Laboratory premises, at official Laboratory functions or on Laboratory business is prohibited. Unauthorized possession, use, or consumption or being under the influence of alcohol on Laboratory premises is prohibited. In addition, employees may not use illegal substances or abuse legal substances, including alcohol, in a manner that impairs work performance, scholarly activities, or student life.”
To the extent that this policy governs conduct on the Laboratory site or on Laboratory business, it applies to all those present on the Laboratory site or performing Laboratory business, including visitors, guests, consultants, subcontractor employees, and students. Violation of this policy may result in revocation of site access or other appropriate action
Children are not allowed at the Laboratory except when part of a guided tour approved by management or when accompanied by an employee or parent. Children must be supervised at all times; they must not be left unattended or allowed to wander. Although pets may not be brought to the Laboratory, service animals may be brought on site by their owners.
Employees of Lawrence Livermore National Laboratory are accorded the same site access status when visiting the Laboratory as employees of other organizations.
Any Laboratory employee may request site access for a prospective visitor with the approval of the employee’s supervisor and/or with the knowledge of the division administrator/director. A Laboratory employee who extends an invitation to a prospective visitor becomes the Laboratory host for that prospective visitor, and the employee’s division becomes the host division for the prospective visitor. As the Laboratory host, the division employee must advise the prospective visitor of the Laboratory site-access policies and procedures applicable to the forthcoming visit, as detailed below.
The Laboratory host and hosting division are responsible for ensuring that casual visitors or participating guests (as defined in paragraphs (B)(2) and (B)(3) of this document) (1) are directed to the Site Access or the ALS (for ALS users) to initiate a Laboratory visit and (2) are aware of and comply with applicable Laboratory policies, including EH&S policies and substance abuse policy.
The Site Access Manager is responsible for ensuring that each casual visitor or participating guest identified by a Laboratory host or hosting division has complied with access procedures pertinent to the visit.
Casual visitors or participating guests are responsible for compliance with scientific and administrative requirements as identified by the Laboratory host, hosting division and/or Site Access. Casual visitors or participating guests must take all responsible precautions in the performance of work at the Laboratory site to protect the environment, and the safety and health of others.
Responsibility for compliance with the applicable Laboratory policies and EH&S regulations and requirements of UC and DOE extends from the Laboratory host and hosting division to the casual visitors or participating guests.
Failure of casual visitors or participating guests to carry out the responsibilities as cited above may result in loss of access privileges.
Casual visitors are individuals visiting the Laboratory for a week or less than two weeks with permission granted by the Site Access Manager) who are not engaged in Laboratory research or using Laboratory facilities. All casual visitors driving a vehicle to the Laboratory must obtain a one-day permit issued at the gate. This category includes but is not limited to those giving or attending seminars, those visiting the Laboratory for limited scientific discussion or as participants solely to observe research in progress, radiotherapy patients, job seekers, tour groups, employee friends/family, retired employees with occasional reason to visit the site, and the press. The Integrated Environment, Health & Safety Management Plan covers the safety aspects of Laboratory access for all contractor personnel, vendor delivery/pickup personnel, sales representatives, and service maintenance personnel who also qualify as casual visitors.
Casual visitors will be granted access to the Laboratory on the request of an employee or participating guest to Site Access or the ALS User Office. Gate controllers may issue a one-day permit (for each day approved). Site Access may issue permits for up to one week (two with permission granted by the Site Access Manager).
Definition: Participating guests are non-Laboratory employees who are engaged in Laboratory activities on-site and who fall into one or more of the following categories:
All participating guests must display a temporary parking permit issued by the Badge Office section of Site Access and are subject to the parking regulations established by the Laboratory (see RPM §1.04). All participating guests must execute a Laboratory Patent Agreement. Employees of the Regents of the University of California at another campus or laboratory location and users of Laboratory User Facilities covered by a formal agreement under Paragraph (A)(5)(a), below, are not required to execute a Patent Agreement. Property information brought to the Laboratory is protected in accordance with policy stated in RPM §5.06 (Property Information from External Sources). Participating guests may be entitled to office or Laboratory space and/or the use of other Laboratory resources and services, as may be arranged by the Laboratory host and/or host division.
Participating guests are identified by a valid LBNL picture ID issued by Site Access through the Badge Office (for ALS users through the ALS Users Office) designated as a guest with an expiration date and any other information as may be required. Responsibility for notification to the Site Access Office of a guest’s departure at the end of a project or program rests with the Laboratory host or hosting division.
Laboratory hosts or hosting divisions expecting casual visitors are expected to notify Site Access of the impending visit and the expected length of stay. In addition, if the visitor is a member of the press, the Laboratory host, or hosting division must notify the Laboratories Public Information Officer. Site Access will then issue an entry/parking permit for the expected length of the stay, not to exceed one week (without authorization of the Site Access Manager). Gate controllers must issue a one-day entry/parking permit to a casual visitor on the authorization of Site Access.
Application for approval of participating guest status is made on the appropriate forms signed by the Laboratory host or hosting division. The complete forms are submitted to the Human Resources Department or designated appropriate administrative office before the guest’s arrival. The Laboratory host or hosting division also informs the prospective guests that access to the Laboratory will be through Site Access. The Human Resources Department or designated appropriate administrative office establishes communications with the prospective guests and works with the Laboratory host or hosting division to facilitate administrative procedures needed before the visitor’s arrival at the Laboratory.
(a) Contractual Agreements. To ensure a smooth arrival and expeditious entry procedures for participating guests at the Laboratory, Site Access, in coordination with the Office of Sponsored Research Administration, will have documentation of a fully executed User Agreement or Computer Agreement, as applicable.
(b) Visitor Identification. A renewable badge is issued.
(c) Environment, Health, and Safety (EH&S) Information. The Human Resources Department or designated appropriate administrative office issues to each participating guest appropriate EH&S publications. In addition, participating guests may be required to read additional EH&S publications; to attend certain EH&S training sessions to satisfactorily complete certain EH&S testing requirements; to wear a personal radiation dosimeter; and to attend an introduction to EH&S requirements in conjunction with the Laboratory host or hosting division, based on the guest's anticipated need to enter laboratories, accelerators, or shops and his or her anticipated exposure to any hazardous activity at the Laboratory.
(d) Parking. Refer to RPM §1.04 (Operation and Parking of Motor Vehicles and Bicycles).
(d) Guest Departure. At the end of the project or program, the participating guest must stop at the Site Access (Badge Office) or division office as part of the departure procedure, to surrender any parking permit, dosimeter, ID badge, keys, and other appropriate administrative material. Failure to surrender the material may result in the loss of future access privileges.
(f) Termination of Guest Status. The guest status of an individual terminates automatically on the expiration date indicated on the guest’s record. The Laboratory host or hosting division notifies Site Access of termination of guest status that is to occur earlier. Notice of the departure of the guest at the end of a project or program is sent from the Laboratory host or hosting division to the Human Resources Department or designated appropriate administrative office.
International participating guests must present an approved PGIF (Participating Guest Form), which is generated by the host department. A letter of invitation from the host and appropriate visa documents must be presented to Site Access (or the ALS Users Office), such as:
The above documents must be complete and properly dated before Site Access will badge an International Guest. HRIS expiration dates cannot exceed the expiration dates that appears on the guest's DS2019, I-20, 797, I-94, or Green Card (whichever is applicable). In the case of visa waivers, the expiration date cannot exceed 90 days from the stamped date on which the guest has entered the United States.
Sensitive Countries: Citizens from sensitive countries (contact Site Access for an accurate list) can receive a badge, after which the PGIF must be faxed to Counterintelligence along with an e-mail (also being sent to Counterintelligence) listing the Guest’s Badge ID number, name, cex, place of birth, along with a statement whether or not the PGIF was submitted and has been faxed.
Terrorist-Sponsoring Countries (TSC): An accurate list of Terrorist-Sponsoring Countries will be sent from Site Access on request. Citizens of Terrorist-Sponsoring Countries cannot receive a badge under any circumstances. In the event someone from a Terrorist-Sponsoring Country is sent to the Badge Office contact the Site Access Manager immediately. This is also true if a visitor from a TSC appears on the Gate List, or on a meeting/conference roster.
Before receiving a badge everyone will be asked two questions about himself/herself:
U.S. citizenship overrides all issues. Example: If a person was born in a Terrorist-Sponsoring Country but is now a U.S. citizen, the fact the person is now a U.S. citizen qualifies him/her for entry to the Laboratory. On the other hand, if that person is a citizen of another country, he/she is not qualified for entry to the Laboratory.