§1.06
Laboratory Site Access


Rev. 01/13/14

  1. Site Access Policy
    1. General
    2. Short-term (Casual) Visitors
    3. Affiliates
    4. Policy for All Affiliates
    5. Specific Categories
  2. Site Access Procedures
    1. General
    2. Short-term (Casual) Visitors
    3. Affiliates
    4. International (Non-United States Citizen) Affiliates

 

A. SITE ACCESS POLICY

1.  General

  1. Overview

    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.

  2. 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 This privilege may be withdrawn at any time.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.

  3. Requests for Site Access
  4. 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.

  5. General Responsibilities
  6. 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 Protective Services 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 Protective Services Security 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 Protective Services.

    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.

2. Short-term (Casual) Visitors

    Definition. Short-term (casual) visitors are individuals visiting the Laboratory for a week (or up to two weeks if approved by the Protective Services Security 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.

  1. Policy
  2. 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). Protective Services may issue permits for up to one week (two weeks if approved by the Protective Services Security Manager).

3.  Affiliates

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:

  1. Users. Individuals visiting the Laboratory to use Laboratory user facilities or other user resources by the Office of Energy Research at DOE.

  2. National Energy Research Scientific Computer Center (NERSC) Users. Individuals using NERSC facilities either remotely or while visiting the Laboratory.

  3. Scientific Collaborators. Individuals visiting the Laboratory who are engaged in Laboratory-approved research, testing, or analysis either through “hands-on” activities or through collaborative discussion with Laboratory employees. Included in this category are faculty and graduate students from other UC facilities and other educational institutions, students, postdoctoral fellows, research fellows, and other professionals having adequate training and experience and meeting high professional standards in their fields.

  4. Student Affiliates. Individuals who are graduate students under the direct supervision of a division to which the student is attached.

  5. Nonscientific. Individuals who have been assigned to the Laboratory as their place of work as employees of temporary employment service/agencies or a subcontractor.

  6. Consultants. Individuals who have entered into a consultant agreement with the Laboratory under RPM Section 11.04 (Consultants to Lawrence Berkeley National Laboratory).

4.  Policy for All Affiliates

  1. General
  2. All affiliates must display a temporary parking permit issued by Protective Services 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 Protective Services (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 Protective Services in a timely manner to comply with DOE reporting requirements.

5. Specific Categories

  1. Users. A formal User Agreement must be executed between the Laboratory and the user’s employer (including the user).

  2. NERSC Users. A formal agreement must be executed between NERSC and the user or the Principal Investigator responsible for the user. Such an agreement must comply with applicable policies established by NERSC and approved by the DOE Office of Energy Research. Information on obtaining allocations of NERSC resources may be found by clicking Accounts & Allocations from the For Users menu of the NERSC Web page.

B. SITE ACCESS PROCEDURES

1. General

  1. Employees are expected to inform Protective Services prior to any visits from non-employees. Protective Services will determine whether appropriate measures have been taken for admission of the prospective visitor, which may include assurance that the proper agreements have been executed for affiliates.

  2. Employees, departments, and/or divisions sponsoring seminars, meetings, conferences, or other events are expected to notify Protective Services at least 48 hours before the event. Protective Services will then be responsible for notifying gate controllers and Bus Services, as appropriate, of the time, date, and location of the event.

2. Short-term (Casual) Visitors

Laboratory hosts or hosting divisions expecting short-term visitors are expected to notify Protective Services 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. Protective Services will then issue an entry/parking permit for the expected length of the stay, not to exceed one week (without authorization of the Protective Services Security Manager). Gate controllers must issue a one-day entry/parking permit to a short-term visitor on the authorization of Protective Services.

3. Affiliates

  1. Initiating Contacts
  2. 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 Protective Services. 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.

  3. Affiliate Approval. Approval of the affiliate status is given by Protective Services and is based on the following criteria:

    1. The affiliate meets the criteria for affiliates.

    2. The affiliate is covered by a formal agreement with the Laboratory satisfying intellectual property requirements. UC employees who can present appropriate evidence of current employment and users of the Laboratory user facilities covered by a formal User Agreement are not required to execute a Laboratory Visitor Patent Agreement.

    3. The affiliate qualifies for workers’ compensation insurance through a source other than the Laboratory, gives evidence of coverage, or obtains coverage for adequate medical and/or disability insurance satisfactory to the Laboratory. Determination of satisfactory evidence rests with the Risk Management Office. Satisfactory health insurance coverage may be obtained with the assistance of the Human Resources Department or designated appropriate administrative office.

    4. EH&S training appropriate to the anticipated exposure to hazards has been completed or will be completed before any anticipated potential for exposure at the Laboratory. Such training may include attendance at a new-affiliate orientation session, certain EH&S training sessions, or satisfactory completion of certain related tests.

    5. The requirements of Section (B)(4) (International [Non-United States Citizen] Guests) are satisfied if the affiliate is a foreign national.

    (a) Contractual Agreements. To ensure a smooth arrival and expeditious entry procedures for affiliates at the Laboratory, Protective Services, 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 the Parking at Berkeley Lab policy.

    (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: Protective Services,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 Protective Services in a timely manner to comply with DOE reporting requirements.

4.  International (Non-United States Citizen) Affiliates

International affiliates must present a letter of invitation from the host and appropriate visa documents must be presented to Protective Services (or the ALS Users Office), such as:

  1. J1 or J2 Visa: Current passport (must show issue date, passport number, and photo), I-94, U.S. visa stamp, DS2019 form, EAD (if J-2) Active Health Insurance with Active Repatriation Insurance (English translation) that matches validity of the DS-2019.

  2. F1 or F2 Visa: Current passport (must show issue date, passport number, and photo), I-94, U.S. visa stamp, I-20, student ID, (EAD if using optional practical training after I-20 expires).

  3. H1B Visa: Current passport (must show issue date, passport number, and photo), I-94, U.S. visa stamp, I-797 form.

  4. B1 or B2: Current passport (must show issue date, passport number, and photo), I-94, U.S. visa stamp.

  5. WB, WT, or CP: Current passport (must show issue date, passport number, and photo), and I-94, or entry stamp on passport.

  6. TN: Current passport (must show issue date, passport number, and photo), and I-94.

  7. Lawful Permanent Resident (LPR) (Green Card): Lawful Permanent Resident card and passport or driver's license.

The above documents must be complete and properly dated before Protective Services 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 Protective Services for a current list or visit www.lbl.gov/ehs/security/ufva/issm_sensitive.shtml) are subject to DOE O 142.3A (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 Protective Services 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 Protective Services 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 must be processed per DOE requirements (DOE O 142.3A). 

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.

Chapter 1 Contents | RPM Contents | Home | Search the RPM