Receiving a LANL-Issued DOE Standard Badge

Index | General | Procedure | Special Situations

General:

Review eligibility requirements and characteristics of the LANL-issued DOE standard badge (covers both cleared and uncleared individuals)

IMPORTANT: Individuals ready to receive a DOE Standard Clearance badge should consult the Checklist of what must be in place first in order to be issued their badge by the LANL Badge Office.

Procedure:

1. Individual must have a personnel record and Z number established in the Employee Information System (EIS) that is correct, current, and complete
   NOTE: For most categories this is automatically done by specifically-designated individuals (e.g., for new hires, affiliates, associates).

2. DOE Standard Badge Request (Lab Form 917) must be received by the Badge Office, either in advance or hand-carried by the individual to be badged
• If individual already possesses a DOE standard badge it must be surrendered first before LANL will issue a badge

Lab Form 917 must be used in the following situations:

• The first time a badge is issued, regardless of clearance level (e.g., for new hires)
• Any clearance upgrade (U to L, U to Q, and L to Q)
• Change of employer (e.g., from one subcontractor to a different subcontractor, from subcontractor to UC employment)
• Re-issuance of a badge upon expiration of previous badge (if badge has an expiration date) if agreement, appointment, or contract has been renewed.

Lab Form 917 is not needed for the following situations:

• Any clearance downgrade
• Replacing a defective or lost badge
• Significant change of facial appearance
• Change of name (but not before change has been processed in the Laboratory's EIS)

Lab Form 917 will not be accepted by the Badge Office if:

• It is submitted to request a clearance badge prior to the individual having been notified that his/her clearance has been granted
• The clearance was granted more than 30 calendar days prior to the date the individual wishes to be badged (a copy of the Clearance Grant memorandum should accompany the individual) - for exceptions and other details on the 30-day policy, see Laboratory Memorandum MM735/ADS858, May 8, 1998, Clearance and Badging Concerns
• The following "critical" data are not correct or not provided: badgeholder's name, Z Number, clearance level, subcontractor company name and contract number (if applicable)
• The title of the individual approving the request is not filled in;
• It has not been signed by the Group Leader or higher authority, or by someone to whom signature authority has been delegated via the Laboratory's Signature Authority System;
• An attachment to Form 917 on which multiple individuals to be badged are listed, does not include the signature of the approving official and date that appears on the form itself;

Lab Form 917, once submitted to the Badge Office, will no longer be valid if:

• Names are requested to be added - either a separate request must be made, or a revised request with the all names can be resubmitted;
• The Badge Office is requested to make changes or corrections to any critical data
• It has been on file at the Badge Office more than 30 calendar days after it was signed and the individual has not come in to be badged
• It is to authorize replacement of a badge more than 30 days prior to the expiration of the current badge (for badges that have an expiration date)

Submitting duplicate copies of Form 917:

• Avoid submitting duplicate copies of the same badge request to the Badge Office
• Do not provide a duplicate copy to the individual to be badged if a copy has already been submitted to the Badge Office.
• If Lab Form 917 is a corrected resubmission of a previously submitted form, check the appropriate box on the form


3. Badging and security awareness requirements
   • If the badgeholder has received a clearance for the first time at LANL, a cleared DOE Standard badge cannot be issued until a comprehensive security briefing has been taken and credited
   • If the badgeholder is renewing an expired badge, security training requirements must be met - if requirements have not been met, badging services will be denied.

Special Situations:

* When Badgeholder Holds Clearances under Multiple Contracts

Some individuals who do work for the Laboratory have two or more clearance "interests" simultaneously – that is, they hold clearances under two or more contracts, typically from different subcontractors to the Laboratory.

The Badge Office policy for issuing a DOE Standard Badge to such individuals is to badge based on the contract that is designated as the "primary" contract. For questions about the primary contract number, contact the Laboratory's FOCI Administrator. Note that Lab Form 917 (DOE Standard Badge Request) will only be accepted for badging based on the company holding the primary contract for the individual.

* When Badgeholder is Off-Site

Occasionally a person to whom LANL intends to issue a DOE Standard Badge cannot come to the Badge Office in person. Typically this involves an employee who is working permanently at the Nevada Test Site, is on change of station at DOE/HQ or another DOE site, etc., and cannot conveniently come to the Badge Office in Los Alamos.

At the request of the Group for whom that individual works, a badge can be issued following these procedures:

1. A complete personnel record, including Z number, name, Social Security Number, date of birth, and citizenship, must first exist in the Laboratory's Employee Information System (EIS).
2. A digitized portrait photograph must be supplied to the Badge Office. The picture can include more than the face, since the badging system can crop on the head and shoulders, if the picture has adequate resolution. The following standard electronic formats are acceptable:
• JPEG (recommended format)
• TIFF
• BITMAP
• GIF
  Digitized images may be sent by e-mail to the Badge Office (badge@lanl.gov) as file attachments.

NOTICE:
All Laboratory Forms, including those for badging and visit control have been upgraded. You must use Adobe Acrobat Version 5.05. See the announcement and go to instructions for technical details.