Procedures for All On-Site Users at SSRL

Procedures for All On-Site Users at SSRL

SSRL is required to collect biographical information from every user in advance of their first scheduled visit during each run year (October-September). In order to comply with these requirements, SPOKESPERSONS of proposals at SSRL are required to provide contact information for all collaborators/experimenters who plan to be on-site to work under their proposals, and ALL USERS are required to complete the SSRL User Information Form 30 days before their first anticipated visit during each run year. (see User Check-In Procedures for information on additional check-in requirements)

For all on-site users who are not U.S. citizens, annually we must verify each user's eligibility to be in the U.S. by reviewing passport, visa and USCIS documentation (e.g., I-94, I-20, DS-2019/IAP-66) before issuing an ID badge for unescorted site access. SSRL user ID badge expiration dates will reflect the end of the SSRL run year, the date when GERT expires, or the date of foreign national's eligibility to be in the US, whichever is sooner.

For all on-site users who were born in, are citizens of, or represent organizations from certain foreign countries that the U.S. government has identified as either sensitive or state sponsors of terrorism (SST)*, we must collect additional information and forward this to the DOE through the Foreign Access Central Tracking System (FACTS) database so that approval can be obtained from various government officials. Advance approval is required before any users from SST countries can be allowed unescorted access.

U.S. Citizens:

All users, including U.S. citizens, are required to provide biographical information 30 days in advance of their first anticipated visit during each run year. Copies of the user information forms will be kept on file at SSRL to document on-site users during the run year.

Non U.S. Citizens (But Not Sensitive or SST Countries):

All non-U.S. citizens are required to provide biographical information 30 days in advance of their first anticipated visit during each run year. Foreign users must provide passport, visa and USCIS documentation; Expiration dates on these documents will be re-verified annually (each run year).

Citizens of Sensitive Countries*:

Users from sensitive countries are required to provide biographical information 30 days in advance of their first anticipated visit during each run year, including passport, visa and USCIS information to confirm foreign national's eligibility to be in the US; copies of these documents will be kept on file at SSRL and re-verified annually (each run year).

SSRL will enter this information into the FACTS database. Assuming that no sensitive subjects are involved, users from sensitive countries should assume that their visit is approved unless SSRL informs users from sensitive countries that their request for visit is denied.

Citizens of State Sponsors of Terrorism (SST) Countries*:

Users from SST countries are required to provide biographical information at least 30 days in advance of anticipated visits, including passport, visa and USCIS information; copies of these documents will be re-verified annually (each run year). Because indices checks and approvals for users from SST countries are taking >6 months, SST users are advised to submit their information as far in advance of any anticipated visits as possible.

SSRL will enter user information into the FACTS database and will work with local officials to generate site specific security plans, subject matter expert (SME) approvals, and other documentation required for SST users.

Users from SST countries should assume that their visit is NOT approved unless informed otherwise by SSRL. SSRL cannot issue an ID badge for unescorted access for SST users until the request is approved.

*Contact URA for more information on sensitive and state sponsor of terrorism countries