§1.06
Laboratory Site Access
§1.06
Visits to Lawrence Berkeley National Laboratory by employees or representatives of other organizations or companies are an important element of scientific collaboration, knowledge exchange, and technology transfer. These visits are also an opportunity for the Laboratory to meet 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 This privilege may be withdrawn at any time.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 privileges 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 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 included in RPM Section 2.23(C)(1) (Substance Abuse in the Workplace). This policy states, in part:“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, affiliates, 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 on Laboratory premises 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 or affiliate may request site access for a prospective visitor with the approval of the supervisor or host and/or with the knowledge of the division administrator/director. A Laboratory employee or affiliate who extends an invitation to a prospective visitor becomes the Laboratory host for that visitor, and the employee/affiliate’s division becomes the host division. As the Laboratory host, the division employee or affiliate must advise the prospective visitor of any Laboratory site-access policies and procedures applicable to the visit, as detailed below.
The Laboratory host and hosting division are responsible for ensuring that short-term (casual) visitors or affiliates (as defined in Sections (B)(2) and (B)(3) below) (1) are directed to Site Access or the Advanced Light Source (ALS) User Services Office (for ALS users) to initiate a Laboratory visit and (2) are aware of and comply with applicable Laboratory policies, including Environment, Health, and Safety (EH&S) policies and the substance-abuse policy.
The Site Access Manager and the host are responsible for ensuring that each short-term visitor or affiliate identified by a Laboratory host or hosting division has complied with access procedures appropriate to the visit.
Short-term visitors are responsible for compliance with scientific and administrative requirements as identified by the Laboratory host, hosting division, and/or Site Access.
Affiliates 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 the University of California (UC) and the Department of Energy (DOE) extends from the Laboratory host and hosting division to the short-term visitor or affiliate.
Failure of short-term visitors or affiliates to carry out the responsibilities as cited above may result in loss of access privileges.Definition. Short-term (casual) visitors are individuals visiting the Laboratory for a week (or up to two weeks if approved by the Site Access Manager) who are not engaged in Laboratory research or using Laboratory facilities. All short-term 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 media. The Integrated Environment, Health, and 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 short-term (casual) visitors.
Short-term visitors will be granted access to the Laboratory at the request of an employee or affiliate via the Laboratory’s Visitor Pass Request System. Gate controllers may issue a one-day permit (for each day approved). Site Access may issue permits for up to one week (two weeks if approved by the Site Access Manager).
Definition: Affiliates are non-Laboratory employees who are engaged in Laboratory activities on site or off site and who fall into one or more of the following categories:
All affiliates 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 Section 1.04 [Operation and Parking of Motor Vehicles and Bicycles]). All affiliates 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 Section (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 Section 5.06 (Proprietary Information from External Sources). Affiliates 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.
Affiliates are identified by a valid LBNL picture ID issued by Site Access through the Badge Office (for ALS users through the ALS User Services Office). If the affiliate status is terminated prior to the appointment end date and the individual is from a sensitive or terrorist-sponsoring country, the host or hosting division must notify the Foreign Visits and Assignments Office in a timely manner to comply with DOE reporting requirements.
Laboratory hosts or hosting divisions expecting short-term 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 media, the Laboratory host or hosting division must notify the Berkeley Lab Head of Public Affairs. 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 short-term visitor on the authorization of Site Access.
Application for approval of affiliate status is made via the appropriate process and authorized by the Laboratory host or designee in the hosting division. The request is submitted to the Human Resources Department or designated appropriate administrative office before the affiliate’s arrival. The Laboratory host or designee in the hosting division also informs the prospective affiliates that access to the Laboratory will be through Site Access. The Human Resources Department or designated appropriate administrative office establishes communications with the prospective affiliates and works with the Laboratory host or designee in the 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 affiliates at the Laboratory, Site Access, in coordination with the Office of Sponsored Projects and Industry Partnerships, will have documentation of a fully executed User Agreement or Computer Agreement, as applicable.
(b) Visitor Identification. A renewable badge is issued.
(c) EH&S Information. The Human Resources Department or designated appropriate administrative office issues to each affiliate appropriate EH&S publications or information. In addition, affiliates 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 affiliate'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 Section 1.04 (Operation and Parking of Motor Vehicles and Bicycles).
(e) Affiliate Departure.
Upon final termination of an approved appointment and any subsequent extensions, the affiliate surrenders any parking permit, dosimeter, ID badge, keys, or other administrative material as part of the departure procedure. Items may be returned to any of the following: Site Access (Badge Office), host/supervisor, division office, Human Resources representative, or any badge return box. Failure to surrender the material may result in the loss of future access privileges.
(f) Termination of Affiliate Status.The affiliate status of an individual terminates automatically on the appointment end date indicated on the affiliate’s Human Resources Information System (HRIS) record. If the affiliate status is terminated prior to the appointment end date and the individual is from a sensitive or terrorist-sponsoring country, the host or hosting division must notify the Foreign Visits and Assignments Office in a timely manner to comply with DOE reporting requirements.
International affiliates must present 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 can badge an international affiliate. HRIS appointment end dates must not exceed the expiration dates that appear 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 must not exceed 90 days from the date of entry into the United States (I-94).
Sensitive Countries: Individuals who are citizens of, were born in, or are affiliated with (employed or sponsored by) sensitive countries (contact Site Access for a current list or visit www.lbl.gov/ehs/security/ufva/issm_sensitive.shtml) are subject to DOE O 142.3 (Unclassified Foreign Visits and Assignments) requirements if they require access for 30 days or more. The sponsoring division or appropriate Human Resources Center should notify the Foreign Visits and Assignments Office one month in advance and provide required immigration documentation. Sensitive-country foreign nationals are approved locally (i.e., Laboratory executive approval) and may be badged with appropriate documentation and insurance coverage (if applicable).
Terrorist-Sponsoring Countries (T-4): A current list of terrorist-sponsoring countries may be obtained from Site Access or from http://www.lbl.gov/ehs/security/ufva/issm_terrorist.shtml . Individuals who are citizens of, were born in, or are affiliated with (employed or sponsored by) terrorist-sponsoring countries who are conducting research or working at the Laboratory must be processed per DOE requirements. Short-term (casual) visitors from these countries who are not working or conducting research at the Laboratory do not require approval but must have a host before visiting the Laboratory or any of its off-site locations.
Before receiving a badge, all affiliates must provide the following information:
Affiliates from sensitive or terrorist-sponsoring countries who have become naturalized U.S. citizens are not subject to DOE foreign national requirements. They must, however, adhere to all other Laboratory access and training requirements.
Printed
. The official or current version is located in the online LBNL Requirements and Policies Manual.
Printed or electronically transmitted copies are not official. Users are responsible for working with the latest approved revision.