February 3, 2003

To: Fermilab Users
From: Bruce Chrisman
Subject: New DOE Requirements Mean New Badges for ALL Fermilab Users

Frequently Asked Questions

For 35 years, Fermilab has remained committed to our policy of operating a laboratory where scientists are "at home and loved," wherever they come from. Fermilab today is as strongly committed as ever to its role as a laboratory where scientists from every nation can carry out research at the frontiers of particle physics. However, because of new Department of Energy requirements, Fermilab must now begin submitting more information about foreign visitors to DOE.

1. In response to these new DOE requirements, ALL Fermilab visitors, foreign AND U.S., will now require new Fermilab badges. Instead of the current "V," the new badges will say "VV." By April 4, all users (except those who are Fermilab employees) will need the new "VV" badges to enter the Fermilab site and to gain access to "property protection areas." Household members age16 or over who live on the Fermilab site will also need to get new badges.

2. Although the badges themselves will make no distinction between U.S. and foreign visitors, the process of obtaining a new "VV" badge is different for U.S. and foreign users.

3. U.S. users (users who are U.S. citizens) should simply report to the Key and ID office in order to receive new "VV" badges. New photos are not necessary.

4. Users who are not U.S. citizens must follow a different procedure, according to the new DOE rules. If you are a foreign visitor, you must supply information to the Fermilab Users' Office, for submission to DOE before you receive a new "VV" badge.

5. Here's how it works: If you are a foreign visitor, or a foreign household member age 16 or over who needs a badge for site access, you will need to meet with a staff member in the Users' Office who will ask you a series of questions, record the answers directly in a DOE database called FACTS, and make copies of your passport, visa and your I-94 form. The process should take about 15 minutes. (For household members and others who have not previously registered with the Users' Office, it may take a little longer.)

To speed up the process and make things go more smoothly for foreign visitors, the Users' Office provides the list of required information at http://www.fnal.gov/pub/forphysicists/users/facts.html.

Also in the interests of efficiency and to avoid long waits, the Users' Office suggests that, if possible, you schedule an appointment at http://www.fnal.gov/pub/forphysicists/users/schedule.html or by calling x3111.

6. After you have provided the information, the Users' Office will inform the Key and ID Office, where the staff will make a new "VV" badge for you. You will not need a new photo.

7. For foreign visitors, the new "VV" badges will be valid for the duration of their INS admission to the U.S., as shown in on Form I-94 or other appropriate document, or 12 months, whichever is shorter. If your immigration status changes during this period, you will need to inform the Users' Office.

8. If you are a citizen of a country on the U.S. State Department's list of "State Sponsors of Terrorism," (Cuba, Libya, Iran, North Korea, Sudan, Syria) you will need to follow a different procedure. In fact, if you were born in one of these countries, even if you are a citizen of another country (except the U.S.), you will need to follow this different procedure. If you are in this category, Fermilab will need to obtain authorization before you may enter the Fermilab site, a process that may take several weeks. The same applies to household members age 16 or over who are citizens of or were born in these countries who need to enter the site. You should contact Roy Rubinstein (630-840-4108, royr@fnal.gov) so that Fermilab may request this authorization.

I extend my thanks to all Fermilab users, both U.S. and foreign, for your cooperation and patience in making this new system work. Let me assure you that Fermilab's commitment to all our users, whatever their nationality or origin, remains firm and unwavering.

I realize that you may have questions and concerns about these changes. If you do, please don't hesitate to get in touch with me, Bruce Chrisman, (630-840-6657, chrisman@fnal.gov ) or Roy Rubinstein (630-840-4108, royr@fnal.gov).

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