Classified Visit Procedures

Visitors Who Bring a DOE Standard Badge

Points of Contact:
Security Officer
Back-up Security Officer

General Information

APPROVAL TO COME TO LANL. Visitors from other DOE facilities with a DOE Standard clearance badge do not need any special approvals to come to the Laboratory.

VISITORS WITH A DOE CLEARANCE BUT WITHOUT A DOE STANDARD BADGE. Visitors who hold a DOE clearance but were not issued a DOE Standard badge or did not bring it for their LANL visit are processed as Visitors without a DOE Standard Badge.

ENROLLMENT IN BADGE READERS. Visitors only need to come to the Badge Office to enter their badge information into the badging system and to be enrolled in the hand geometry readers if they have not done so before - enrollment is for one year or through the expiration date on the badge, whichever comes first - the Badge Office will first verify the individual has an active clearance before enrollment; Laboratory hosts are responsible for making arrangements for approval of a visitor into any

DATABASE-CONTROLLED BADGE READER LOCATION. A visitor who has his/her DOE Standard badge enrolled, but does not bring the badge for a subsequent visit covered by the enrollment period, will be issued a LANL site-specific visitor badge, once the procedures outlined in "Visitors Without a DOE Standard Badge" have been completed.  The enrollment of the DOE Standard badge will be inactivated during the period the visitor is in possession of the LANL visitor badge.  Also, if the visitor brings a different DOE Standard badge than the one originally enrolled, the visitor will have to have this new badge enrolled to have access to Laboratory security areas, since enrollment is badge-specific.

DAMAGED BADGES. Visitors with damaged badges will not be able to use their badges in the Laboratory's access control system: advise visitors to have their badge replaced by their own facility if necessary, before coming to the Laboratory; the LANL Badge Office cannot assist them.

ACCESS TO SIGMA CLASSIFIED MATTER. Visitors from a DOE weapons complex facility who will need Sigma access can be approved for such access by the LANL host.

Visitors from a DOE non-weapons complex facility requiring Sigma access must have their own organization apply for Sigma access approval from DOE/HQ's Office of Defense Programs, in advance of their LANL visit.

Related Links:

**Important Points about Classified Visits
Requesting Sigma Access for Visitors
Tips for Visitors to Los Alamos National Laboratory
Visitor Guide to Los Alamos National Laboratory

Visitors Without a DOE Standard Badge

Points of Contact:
Incoming Visits Security Officer

NOTICE:
LABORATORY SECURITY CONCERN: How it affects visitors

Select a Topic:
General Points | Procedural Steps | Related Links

U.S. Visitors to Whom this Procedure Applies

General Points

LEAD TIME FOR VISIT APPROVAL. Allow sufficient lead time to obtain any access approvals (generally a minimum of 5 work days before the visit) plus creation or updating of EIS record (see below if necessary (allow an additional 2 work days).

WHO MAY BE A LANL HOST
The visitor's host must:

1. be a U.S. citizen;
2. be a University of California employee of the Laboratory or a Federal employee of DOE's Office of Los Alamos Site Operations (DOE/OLASO), formerly the Los Alamos Area Office;
3. have an active clearance held on behalf of LANL or DOE/OLASO;
4. hold a clearance that permits classified access equal to or greater than that granted to the visitor.

AUTHORIZED VISIT PERIOD

CLEARED U.S. VISITOR SITE BADGE.

Procedural Steps

VISITOR HOLDS A DOE CLEARANCE
If the visitor holds a DOE clearance (including individuals whose clearance has been extended to LANL) on behalf of a DOE agency or a DOE contractor:

1. In the DOE weapons complex: skip to the paragraph LANL HOST ORGANIZATION;
2. That is not part of the DOE weapons complex:
• The visitor's organization's security officer must submit, by fax, a properly completed and signed DOE Form 5631.20 (consult the Guidelines for completing this form) to the the DOE/HQ/NNSA Office of Nuclear Safeguards and Security Programs (NA-55) (Fax: 301/903-3395) if authorization for access to Secret Restricted Data (SRD) or above plus weapon data (Sigma) is being requested;
• The LANL Badge Office's Control of Classified Visits Program must verify DOE/HQ's Sigma approval once DOE/HQ has received DOE Form 5631.20 from the visitor's organization and made its decision;
• Skip to the paragraph LANL HOST ORGANIZATION if no weapon data access is being requested.

VISITOR HOLDS A DoD/USG CLEARANCE.
If the visitor does not work for DOE or hold a DOE clearance (e.g., works for the Department of Defense [DoD] or one of its subcontractors, another U.S. Government agency, or a non-governmental entity) then the visitor's organization's security officer must submit, by fax, a properly completed and signed DOE Form 5631.20 (consult the Guidelines for completing this form) to:

1. The DOE Defense Program's NNSA Office of Nuclear Safeguards and Security Programs (NA-55)(Fax 301/903-3395) if authorization for access to Secret Restricted Data (SRD) or above plus weapon data (Sigma) is being requested;
2. The LANL Badge Office's Control of Classified Visits Program (Fax 505/667-9194) if authorization for SRD with no weapon data (NWD) - the form must include the title of the security officer for verification that the individual signing is a DoD certified security officer;
3. The LANL Badge Office's Control of Classified Visits Program (Fax 505/667-9194) if authorization for a classification lower than SRD is being requested; note that if a classification less than SRD (e.g., SNSI, CRD) is being requested, a DoD classified visit form may be used in place of DOE Form 5631.20.

LANL HOST ORGANIZATION
The LANL host organization must:

1. Submit Lab Form 1782 Request to Create or Update an EIS Record (formerly Z Number Assignment Request) if the visitor does not have an EIS record; if an EIS record already exists, but is missing any mandatory data (SSN, DOB, citizenship, employer) or data is not correct, the correct data should be provided to the Badge Office as soon as possible, since the visit cannot be processed until a complete, current EIS record exists;
2. Complete and submit to the Badge Office Lab Form 1735 (U.S. Visitor Badge Request) - it is essential to complete the form and submit it to the Badge Office promptly so that the visitor(s) are not unnecessarily inconvenienced after arrival.  The visitor's host, and only the host, must sign the form, since by this signature the host takes responsibility for the visitor from the start to the end of the visit.
3. Specify on Lab Form 1735 what badge reader enrollment, if any, is requested for the visitor's badge (the host may select from the available options). Review enrollment details available.
4. Incoming Classified Visits Security Officer (S-6 Badge Office) approves/signs Form 1735 request, showing actual classified access granted (which may not be the same as the access the host requested), and provides a copy to the host.
5. Once the Incoming Classified Visits Security Officer has approved Form 1735. no subsequent modifications are permitted. Amendments must be part of a new Form 1735 request.

REQUEST FOR ACCESS TO SIGMA CLASSIFIED MATTER
Special procedures apply if Sigma access is being requested (see note at the bottom concerning DoD contractors)

REQUEST FOR ACCESS TO SCI
If the classified visit involves access to Sensitive Compartmented Information (SCI), a formal request must be submitted by the visitor's SCI security officer directly to NIS-IT (SCIF Operations) - note

• This requirement applies to all visitors needing access to SCI, e.g., DOE Weapons Complex, DOE non-Weapons Complex, other government agencies, etc.
• Visitors must have a DOE Q clearance or a DoD TS clearance
• Classified access requested should show as SNSI

ISSUANCE OF SITE VISITOR BADGE.
If all necessary information and approvals have been obtained, the Badge Office will be ready to badge the visitor upon arrival, or will have the badge ready, if a picture is not required. Note - if a digital picture of the visitor can be supplied in advance, the picture badge can prepared in advance;

• Visitor signs Badge Office's Visitor Badge log upon issuance of badge.
• Visitor's site-specific badge is only valid for use at Los Alamos National Laboratory and DOE's Office of Los Alamos Site Operations.


• If a visitor's access, at some time after receiving a cleared visitor site badge, is approved at a higher Sigma level, it is not necessary for the visitor to be re-badged if a copy of Lab Form 1735 documenting the higher-level Sigma approval is with the visitor's host at all times.

Department of Defense (DoD) Visitors

DoD CLEARANCES

• Only a final DoD clearance is accepted for access to DOE classified matter. An interim DoD clearance cannot be accepted.
• Approval of access to specific Sigma levels depends on whether the DoD clearance holder has or has not been CNDWI (Critical Nuclear Weapon Design Information)-briefed
• If a DoD clearance holder visits LANL to do work on behalf of the Laboratory, a request must be made for a reciprocal DOE clearance, based on the DoD clearance, and must be granted by the time the visit is to begin

DoD CONTRACTORS
DoD frequently authorizes visit periods for its contractor personnel of less than the one year maximum DOE permits - typically for a period of three to six months if classified access involves Sigma 1 or Sigma 2

• It is DoD policy not to grant its contractor personnel access to weapon design information (equivalent to DOE's Sigma 1 and 2) on a continuing basis, but for only one month at a time - therefore, DOE will approve Sigma 1 or 2 for cleared DoD contractor visitors for a maximum of 30 days at a time
• If the LANL host wishes the DoD contractor visitor to have additional 30-day extensions of Sigma 1 or Sigma 2 approval, a new Lab Form 1735 requesting such an extension should be submitted to the Badge Office's Control of Classified Visits program - otherwise, the visitor's approval will automatically revert to Sigma 3 for the remainder of the approved visit period. Allow adequate lead time to obtain DOE/HQ approval
• DoD contractor visitors approved initially for Sigma 1 or Sigma 2 will be issued an cleared U.S. visitor site badge for a maximum of 30 days, regardless of the authorized visit period's length

Return to Top

Related Links:
Department of Defense (DoD) Visitor
**Important Points about Classified Visits
Guidelines for Completing Form 5631.20 (for use by visitor's oganization)
Requesting Sigma Access for Visitors
Tips for Visitors to Los Alamos National Laboratory
Visitor Guide to Los Alamos National Laboratory
Memorandum: Impact of the Badge Office's badging system on visit control.

Incoming Classified Visit Procedures
Cleared Foreign National Visitors

NOTE:
Except for badging, the approval and tracking of uncleared foreign nationals is not a Badge Office procedure. The Foreign Visits and Assignments Program of the Internal Security Office is responsible.

Points of Contact:
Incoming Visits Security Officer

Select a Topic:
General Points | Procedural Steps | Related Links

Foreign National Visitors to Whom this Procedure Applies

1. Hold a clearance from a foreign government;
2. Hold a DoD/U.S. Government clearance and work for a non-DOE U.S. government agency or contractor to such an agency;
3. Employed by DOE or a DOE contractor site, hold a DOE clearance, but are not in possession of a cleared DOE Standard badge;

* These procedures do NOT apply to cleared foreign national visitors who are employed by DOE or a DOE contractor site, hold a DOE clearance, and are in possession of a cleared DOE Standard badge - however, such visitors:

1. are expected to advise their LANL host in advance of their visit of their non-U.S. citizenship status
2. must adhere to the requirements in DOE Policy 142.1 (Unclassified Visits and Assignments by Foreign Nationals) or the Classified Visit portion of DOE Order 470.1 (Safeguards and Security Program)
3. if employed at a DOE weapons complex facility and hold an active Q clearance they may be given access to Sigma-designation classified matter by the host, based on the same criteria as a U.S. citizen DOE-cleared employee provided the access given is consistent with the basis upon which the visitor's clearance was granted (DOE Manual 472.1, Chapter VI).

General Points

LEAD TIME FOR VISIT APPROVAL.
Allow sufficient lead time to obtain any access approvals (generally a minimum of 5 work days before the visit) plus creation or updating of EIS record (see below) if necessary (allow an additional 2 work days);

When a cleared foreign national visit requires DOE/HQ approval (see "IF THE VISITOR IS A:" of the Procedural Steps below for those circumstances which require it) such approval may not come from DOE/HQ until shortly before the visit start date; thus it is usually prudent to complete the internal (LANL) procedural steps below while approval such is pending.

WHO MAY BE A LANL HOST. The visitor's host must:

1. be a U.S. citizen
2. be a University of California employee of the Laboratory or a Federal employee of DOE's Office of Los Alamos Site Operations (formerly Los Alamos Area Office)
3. have an active clearance held on behalf of LANL
4. hold a clearance that permits classified access equal to or greater than that granted to the visitor

AUTHORIZED VISIT PERIOD.

ACCESS TO LABORATORY SECURITY AREAS.
The visitor must be escorted by a cleared Laboratory employee within security areas and may only go through those security posts designated on Laboratory Form 1745 (see procedural steps below).

CLEARED FOREIGN NATIONAL VISITOR SITE BADGE.
Review eligibility requirements and characteristics of the LANL site-specific cleared foreign national visitor badge.

AUTHORIZATION TO ACCESS SIGMA LEVEL CLASSIFIED MATTER.
The Badge Office does not handle Sigma access issues for cleared foreign national visitors.

Procedural Steps

IF THE VISITOR IS A:

1. Citizen of the United Kingdom and an employee of the UK's Atomic Weapons Establishment (AWE),
• The visit must first be arranged through the Laboratory's US/UK Administrative Coordinator who will be the point of contact for DOE/HQ approval- once arrangements are made go to the next solid bullet;
• The visitor's organization's security officer must submit for approval, by fax, a properly completed and signed DOE Form 5631.20 (consult the Guidelines for completing this form) to the DOE/HQ/NNSA (NA-55) Office of Nuclear Safeguards and Security Programs (Fax: 301/903-3395) if authorization for access to Secret Restricted Data (SRD) or higher, whether with weapon data (Sigma) or without, is being requested;
• The visitor's organization's security officer should submit, by fax, a properly completed and signed DOE Form 5631.20 (consult the Guidelines for completing this form) directly to the LANL Badge Office's Control of Classified Visits Program (Fax: 505/667-9194) if authorization for SNSI or lower classification is being requested
2. Foreign national working for a U.S. government agency other than DOE (see above, General Points, for DOE employees)

3. Foreign national working for a foreign government agency other than the UK's Atomic Weapons Establishment (AWE), contact the Control of Classified Visits Program (see contacts at the top)

HOST ORGANIZATION REQUIREMENTS

The hosting organization may amend Form 1745 after it has been approved by the Incoming Classified Visit Security Officer only as follows:

• Only escorts and security posts may be added;
• The hosting organization's unapproved copy of Form 1745 must be amended with the permitted changes, if the Incoming Classified Visits Security Officer has been verbally notified and agreed to the changes;
• The amended Form 1745 is re-submitted to the Control of Classified Visits Program, prominently marked AMENDED;
• The Incoming Classified Visits Security Officer re-approves the request, by signing it, and sending copies to both the hosting organization and the Protective Force;
• Amendments normally cannot become effective before the next business day after the amended request has been approved.

BADGING THE VISITOR.
If all necessary information and approvals have been obtained, the Badge Office will be ready to badge the visitor upon arrival, or will have the badge ready, if a picture is not required. Note - if a digital picture of the visitor can be supplied in advance, the picture badge can prepared in advance.

1. The visitor signs the Badge Office's Visitor Badge log.
• Visitor's site-specific badge is only valid for use at Los Alamos National Laboratory and DOE's Office of Los Alamos Site Operations.

Related Links:
**Important Points about Classified Visits
Guidelines for Completing Form 5631.20 (for use by visitor's organization)
Requesting Sigma Access for Visitors
Tips for Visitors to Los Alamos National Laboratory
Visitor Guide to Los Alamos National Laboratory 

Outgoing Classified Visits
(LANL to Another Classified Facility)

Points of Contact:
Lead Specialist | Back-up Specialist

Select a Topic:
General Points | Procedures | Guidelines for DOE Form 5631.20 | Department of Defense Visits | Related Links

General Points

Visits by cleared LANL travelers (University of California and major subcontractor employees) to another classified facility (DOE, DoD, other U.S. government, foreign government, or non-government, whether US or foreign) generally require that certain procedures be followed if the LANL traveler (henceforth "the traveler") is to be given access to classified areas and information at the other facility. Below is a summary of the key requirements that LANL Groups need to be aware of.

* The traveler must have a DOE clearance held by LANL

The Badge Office's Outgoing Visit Control Program is involved in the visit approval process if the traveler:

1. Needs to have his or her DOE clearance extended to the hosting facility
2. Is going to any classified non-DOE classified site or facility
3. Is going to the following DOE locations:
• Lawrence Livermore National Laboratory's Weapons Vault
• Sandia National Laboratories New Mexico's Weapons Vault
• Any facility under the jurisdiction of the DOE Nevada Operations Office only if Sigma access is required
• Is going to any DOE site that requests it for a particular visit (most typically, a special training course)

The Badge Office's Outgoing Visit Control Program is not involved in the visit approval process if the traveler:

1. Holds a DOE standard clearance badge and will be visiting a classified DOE facility except in the above mentioned situations - no special advance arrangements must be made by LANL;
2. Will be using an SCI clearance that needs to be extended - in this case, however, the traveler's Group must coordinate with NIS-IT (SCIF Operations).

When the Badge Office is involved in the approval of an outgoing classified visit, the following minimum lead times to submit paperwork are requested to avoid delays:

1. Domestic travel and all countries except the United Kingdom: allow 1 week
2. Travel to the United Kingdom follows special procedures: allow 3 weeks

Submit all required paperwork (forms, attachments, etc.) to the Badge Office typed, not handwritten, since the hosting facility may not be able to read documents sent to it and reject approval. The Badge Office's Outgoing Visit Control Program will only accept handwritten requests in emergency situations - the receiving site may reject it if it is not legible.

If the traveler

1. Is going outside the U.S. on a visit that involves a reimbursable ("Work for Others") program, foreign travel requirements specified in DOE Order 551.1A must be complied with.
2. Will require badge-encoded access at the host site, the traveler is responsible for ensuring that the badge is not physically damaged (e.g., badge peeling, warping, or cracking, erasure of any portion of the magnetic stripe) - the Badge Office will replace a damaged badge, but the traveler must appear in person with the damaged badge.

Procedures if Badge Office's Visit Control Program is Involved:

Requesting LANL Group submits DOE Form 5631.20, formerly DOE Form DP 277.
This form is somewhat confusing, and the information needed is not always obvious. Please consult the detailed Guidelines to filling out this form before completing and submitting the form to the Badge Office. This will avoid delays in processing the approval.

1. The completed and signed form is conveyed to the Badge Office (by fax, Laboratory mail, or hand-carrying).
2. The Badge Office reviews the information, and if all required information is present and correct, signs (approves) the visit except for those to the United Kingdom.
3. The Badge Office faxes the signed approval to the hosting facility.

Guidelines for DOE Form 5631.20

DOE Form 5631.20, Request for Visit or Access, formerly DOE Form DP 277, is very confusing to complete correctly. Please use the Guide for completing this form.

Department of Defense Visits

Many Department of Defense facilities require photo identification that includes the visitor's Social Security Number (SSN). Laboratory travelers going to such facilities can present a properly completed and signed Lab Form 917 (DOE Standard Badge Request) by which they specifically authorize the printing of a badge with their SSN on the reverse side. Only the badgeholder may authorize this to be done.

Department of Defense (DOD) Directive 5210.2, Access to and Dissemination of Restricted Data - discusses equivalencies between DOD and DOE clearance

Related Links:
Visits to the United Kingdom's AWE
Memorandum - LANL Foreign Travel Requirements
Travel Resources