As part of the Sandia Personnel Security Department, the Badge Office is responsible for granting physical access to SNL by issuing badges to Members of the Workforce (which includes employees, PO contractors, JIT contractors, staff augmentation fee and no-fee consultants), visitors, and colleagues if needed.

The Badge Office is responsible for processing incoming visits that are classified or unclassified, classified outgoing visits, and answering everyday questions with regards to physical access. 

The Badge Office helps with HSPD-12 activations, updates, and enrollments for Members of the Workforce and other outside agencies.

For access requests or clearance information for Members of the Workforce, refer to the Clearance Office page.

Requesting Access (Cleared or Uncleared) for a Visitor

Who is considered a Visitor?

General Visitors

A visitor is anyone other than:

  • Members of the Workforce.

Note: Any person on an active contract with Sandia is a Member of the Workforce, regardless of the frequency of their physical access to SNL. 

  • Cleared DOE colleagues.

Both of these groups represent individuals whose identity, DOE affiliation, and clearance status can be promptly verified. In most cases, they are also already in possession of a DOE-approved badge or can be issued one, as needed, that correctly reflects their SNL or DOE relationship.

Everyone else is a visitor, and they must be entered in the online Incoming Visits System (see "Incoming Classified Visit Request" or "Incoming Classified Visit Request" for more information). Upon approval, visitors will be provided with SNL-issued Local Site-Specific Only (LSSO) visitor badges which are valid for the duration of visits.

Foreign National Visitors
  • Visits by uncleared foreign nationals involve special requirements; Contact the Foreign Interaction Office (FIO) at 505-844-8263 for questions.

  • Visits by cleared foreign nationals involve special requirements; Contact Security Connection at 505-845-1321 for questions.

Are DOE Colleagues considered Visitors?

For badging purposes, cleared DOE colleagues are not considered visitors. Those in possession of a DOE-issued HSPD-12 federal credential from their home site may use it at SNL. However, if swipe access into SNL Limited Areas is desired, the badge must be enrolled by the Badge Office in the SNL access-control system (ACS). DOE colleagues may be enrolled in ACS up to the expiration date displayed on their HSPD-12 federal credential by visiting the Badge Office.

Incoming Unclassified Visit Request

An incoming unclassified visit request is necessary when an individual requires physical access to Sandia-controlled premises where badging is required (i.e., all but "Public" General Access Areas [GAAs]) for mission-related work or legitimate non-business activity of an unclassified nature (e.g., retirement or anniversary events). The visit may be hosted by any cleared or uncleared Member of the Workforce who is responsible for requesting the visit via the online Incoming Visits System. This system serves to verify the visitor’s identity and authorize a visitor badge.

The Sandia host of an unclassified visit must:

  • Ensure that each visitor has an active relationship in Enterprise Person (EP).

  • Initiate a visit request at least five (5) working days in advance of the first date of the visit, using the Incoming Visits System (accessible independently or via EP).

  • Unclassified visits are not approved for yearlong requests, except for special circumstances.  Unclassified visit requests should only be submitted for the length of the current visit, not for convenience.

Incoming Classified Visit Request

An incoming classified visit request is necessary when an individual requires physical access physical access to Sandia-controlled premises for official business of a classified nature. The visit must be hosted by a Sandia employee who is responsible for requesting the visit via the online Incoming Visits System. This system serves to verify the visitor’s clearance and authorize a visitor badge.

The Sandia host of a classified visit must:

  • Determine the information category (Restricted Data [RD], Formerly Restricted Data [FRD], or National Security Information [NSI]) and highest classification level (Top Secret, Secret, or Confidential) necessary for the visit. Contact the Classification Office for guidance, as necessary.

  • Ensure that each visitor has an active relationship in Enterprise Person (EP) with the SNL organization requesting the visit.

  • Initiate a visit request at least five (5) working days in advance of the first date of the visit, using the Incoming Visits System (accessible independently or via EP).

  • Ensure that each visitor's clearance information is provided as follows:  

For Visits Requiring Access to RD
  • The host must ensure that the visitor's security office has completed DOE F 5631.20, Request for Visit or Access Approval. (See additional information in "Visitors With Active DoD Clearances" below.)

  • For access to RD, “CNWDI” must be reflected with the brief date

  • For non-SIGMA access, the form must be submitted to the SNL Badge Office by email to incoming@sandia.gov or faxed to (505) 284-8812.

  • For SIGMA (i.e., 14, 15, 18, 20) access, the form must be faxed to DOE/HQ at (202) 586-7060.

  • NRC and NASA visitors may submit NRC Form 277 or NASA Form 405, respectively, for SIGMA 18 only requests.

Note: Cleared personnel within the Nuclear Security Enterprise (NSE) do not require DOE/HQ approval for access to SIGMA. Such access should be coordinated through the appropriate programmatic office.

  • The Access to Weapon Display Area Procedure provides information on accessing vaults. Access is granted only for actual visit dates.

For Visits Requiring Access to Non-SIGMA FRD or NSI, respectively

The host must ensure that either DOE F 5631.20, Request for Visit or Access Approval, or a formal request on official agency/company letterhead, containing the required information specified in the Visitor Clearance Submission Guidelines, and submitted to the SNL Badge Office by email to incoming@sandia.gov or faxed to (505) 284-8812. (See additional information in "Visitors with Active DoD Clearances" below.)

Visitors with Active DoD Clearances

For visitors who hold an active Department of Defense (DoD) clearance that can be verified in the DoD Joint Personnel Adjudication System (JPAS), their security office may submit a visit notification to SNL directly through JPAS (use SMO code 07187-SNL for all SNL locations) in lieu of DOE F 5631.20. Use of JPAS is allowed with the following conditions:

  • For access to RD, “CNWDI” must be reflected in JPAS.

  • SIGMA access for non-NSE personnel must still be approved by DOE/HQ via DOE F 5631.20.

  • JPAS request must include the date(s) of visit, technical POC (i.e., the SNL visit host), and purpose.

  • Interim DoD clearances are not accepted.

How will I know if the visit is approved?

A series of system-generated emails are issued advising the visit host of status. Upon approval, the host will be notified that a visitor badge is authorized and available for pick-up at the Badge Office. The visitor must provide a valid picture ID in compliance with the REAL ID Act of 2005 to verify their identity.

Note: See additional information below regarding the identity verification process in the section of this article titled, "REAL ID Act of 2005".

REAL ID Act of 2005

What is the REAL ID Act of 2005?

In 2005, Congress enacted Public Law 109-13, 119 Stat. 302, commonly referred to as the REAL ID Act. The Act modified U.S. federal law pertaining to standards for security, authentication, and issuance procedures for state driver’s licenses and identification (ID) cards. It applies to all federal facilities that have access-control requirements involving ID checks. The Act prohibits federal agencies from accepting, for official purposes, driver’s licenses and ID cards from states/territories that do not meet the Act’s minimum standards (aka “non-compliant jurisdictions”).

Note:

  • Although state-issued driver’s licenses and ID cards are most commonly used to establish identity, they are not the only available means. Other government ID documents (e.g., U.S. passport/card, U.S. military ID) may be used by themselves as valid proof of identity—see "Real ID List of Acceptable Forms of Identification" for details.
  • Driver's licenses displaying statements that include, but are not limited to, phrases such as "Not for Federal Purposes," Federal Limits Apply," or "Not for Federal Identification" cannot be used as forms of identification at Sandia.
    • See example images below:

Which jurisdictions are non-compliant?

Currently, there are no non-compliant jurisdictions. However, this can change at any time. Periodically access this toolcart for updates.

How does the Act impact SNL?

The Act impacts SNL in two distinct areas that concerns access control:

SNL must comply with the unique policies of each agency and, in the case of REAL ID, this includes recognizing the types of identification documents considered acceptable by each agency.

SNL Badging

The identification documents listed below must be in original form (not copies), unaltered, unexpired, and valid (not cancelled or suspended). Failure to satisfy these requirements will result in denial of access to Sandia-controlled premises where badging is required (i.e., all but "Public" General Access Areas [GAAs]).

Visit Cancellations/Changes

Required action on the part of the requestor to cancel or make changes to a visit request depends upon the STATUS of the request, as follows:

UNSUBMITTED - Requestor can make the changes himself/herself within the Incoming Visits System and submit or cancel the request.

SUBMITTED - Requestor must notify the following, as appropriate, to specify changes or request cancellation. The Badge Office staff will take action.

ACCEPTED  - Requestor must notify the following, as appropriate, to specify changes or request cancellation. The Badge Office staff will take action.

APPROVED  - Requestor must notify the following, as appropriate. In all cases, the original request will be cancelled. If applicable, an entirely new request must be submitted.

Other Considerations

Visitor's Citizenship

The visit host is responsible for ensuring the visitor's citizenship is accurately reflected in EP.

Access to SNL/NM on Kirtland Air Force Base (KAFB)

KAFB requires all personnel who need unescorted access onto KAFB to comply with the requirements of the Defense Biometric Identification System (DBIDS). Please reference Defense Biometric Identification System (DBIDS) at Kirtland Air Force Base in this toolcart below for more information.

Escorting

Uncleared visitors must be escorted at all times within a Limited Area. 

Visit Duration

An unclassified/classified visit cannot exceed 1 year. As necessary, visit approvals must be renewed at least every 12 months. Unclassified visits are not approved for yearlong requests, except for special circumstances.  Unclassified visit requests should only be submitted for the length of the current visit, not for convenience.

Returning Badges

At the conclusion of a visit, the visit host or sponsor is responsible for ensuring that their visitors surrender badges and that the badges are returned to the appropriate Badge Office.

Classified Matter Brought Onsite

If your visitor needs to bring classified matter onsite, you will need to provide storage for the matter. Work with your classified administrative specialist (CAS) to determine storage requirements. If a classified computer will be brought onto Sandia-controlled premises, consult Cyber Security.

Contact Information

Security Connection: (505)845-1321

Email: incoming@sandia.gov

Requesting Access for a Member of the Workforce

The Sandia Total Access Request Tool (START), an IT application, is the means by which all access (cleared and uncleared) and associated badging requests are initiated for Members of the Workforce. Cleared access actions can include the initial request, reinstatement, extension, upgrade, downgrade, reciprocity, reinvestigation, etc. START is accessible only through the Sandia Restricted Network (SRN). For questions about START, contact Security Connection at 505.845-1321 or security@sandia.gov.

Initiating an Access Request utilizing START

Any Member of the Workforce with SRN access may initiate a clearance action for a U.S. citizen by completing the following in sequence:

  1. Ensure the applicant(s) is:

    • Entered into Enterprise Person (EP), Sandia’s central repository of person data that is the gateway to physical and logical (i.e., cyber) access.

    • Has an existing active relationship with the SNL organization that is requesting access.

    • For contractors:

      • Ensure that the Oracle record of the contract (managed by Procurement) is accurate or has been updated as necessary to reflect any changes (e.g., new contract start/end dates).

      • If the contractor is cleared, also do the following:

        • Ensure the Contract Security Classification Specification (CSCS) record maintained by Contract Security Management (CSM) is similarly up-to-date.

        • Confirm that this information is accurate prior to creating or modifying an Enterprise Person (EP) relationship.

    • To resolve contract-related questions, contact the responsible Sandia Delegated Representative (SDR).

    • Additional Relevant Information

      • Data in EP must be complete and accurate before any START request is initiated.

      • For new-hire Sandia employees, HR is responsible for establishing/modifying the EP record.

      • Mandatory EP data about the applicant include:

        • Legal first and last name (include middle name if available)*

        • Social Security Number.*

        • Date of Birth.*

        • Birth Country.*

        • Country of Citizenship(s).*

        • Relationship to SNL (e.g., employee, contractor).

        • Relationship start and end dates. (For contractors these dates must be within the applicable contract period of performance.)

        • Current active contract number (applicable for contract relationships).

        • Work Location.

        • Valid/current email address.

      • For updates/corrections to these biographical items on an existing employee EP record, contact HR Records at hr-records@sandia.gov concerning employees.

      For updates/corrections to all other relationship types (contractors, visitors, etc.), contact an EP Data Steward in the Badge Office at badgeoffice@sandia.gov for SNL/NM and remote sites, or cabadges@sandia.gov for SNL/CA. Changes in EP can also be made via Security Connection (505-845-1321 or security@sandia.gov).

  2. Engage START. Be prepared to confirm, select, or provide the following information about the applicant:

    • Name.

    • Relationship to SNL (e.g., employee, contractor).

    • Contract number, period of performance, and company name (applicable for contract relationships).

    • Work location.

    • U.S. citizenship.

    • Valid/current email address (critical for notifications to the applicant when requesting a clearance).  By default, START will use the address recorded in EP.

    • Requested access level (i.e., cleared or uncleared access).

      For cleared access requests, the following additional information is required:

      • Level and category of classified information (e.g, SRD, NSI, CFRD) to be accessed.

      • Frequency of access (daily, weekly or monthly)

      • An unclassified justification statement describing the duties of the applicant’s position that require cleared access.

      • Birth country (and state if U.S.).

CAUTION: Incomplete or inaccurate data must be corrected before a request can be submitted. Some data fields in START are editable, while others are pre-populated from the EP record. If edits are made in START, it is important to also make them in the applicable EP record.

To assist in ensuring that all necessary information is present at the time of entry into EP and START, consider using the START Data Entry Assistance Sheet.  

Subsequent Processing

Upon successful submission of an access request via START, the process will proceed as follows, depending on the type of access desired:

Uncleared

For uncleared access/badge requests, managerial approval alone will quickly result in authorization for an uncleared badge. The requestor, the applicant’s SNL manager, the office administrative assistant (OAA), and (if applicable) the contracting company’s Facility Security Officer (FSO) will be notified to inform the applicant that an uncleared badge may be obtained at the Badge Office.  

Cleared

Both SNL management and Clearance Office review and approval is required prior to submission to DOE for clearance processing. While awaiting a clearance decision, the applicant will be authorized for uncleared access (and badge as necessary) thus an uncleared START request is not required and the requestor, the applicant’s SNL manager, the OAA, and (if applicable) the contracting company’s FSO will be notified to inform the applicant that an uncleared badge may be obtained at the Badge Office.

Additionally, the applicant will be notified directly by email of any tasks and associated deadlines necessary to complete the clearance request. The SNL manager, OAA, and (if applicable) FSO will be copied on all such messages. 

If all required actions are completed by the applicant, the request will be forwarded to DOE. Upon receipt of a clearance decision by DOE, the Clearance Office will notify all relevant parties by email.

DOE Personal Identity Verification (PIV) Credential Process

General Overview

What is HSPD-12 and where did it come from?

On August 27, 2004, President Bush issued Homeland Security Presidential Directive 12 (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors. The goal of HSPD-12 is to create a unified standard for all federal government IDs so that they can be used at all physical and online access points. HSPD-12 called upon the National Institute of Standards and Technology (NIST) to develop the actual technical standard, and the Office of Management and Budget (OMB) to manage implementation of the credentials. HSPD-12 calls for all federal employees and contractors to use a standard smart credential to verify their identity for secure access to federal buildings and information systems. The directive set October 2008 as the deadline for compliance.

How is SNL responding to the HSPD-12 Directive?

In response to Homeland Security Presidential Directive-12 (HSPD-12) all L- and Q-cleared Members of the Workforce (MOWs) of Sandia National Laboratories are issued HSPD-12 Federal Credentials. This badge is designed to provide access to facilities and security areas throughout the federal government.

What program is responsible for this implementing HSPD-12 across the DOE complex?

The USAccess program is a government-wide initiative to issue common, federal ID credentials to all federal employees and contractors. These credentials provide federal employees and contractors with an easily recognizable way to identify themselves as well as trust the identity of other USAccess credential holders.

Why do federal credentials need to be standardized?

The two most important reasons for standardized badging are:

  • It eliminates the wide variations in quality and security of the various forms of identification currently used to control access to federal facilities and information.
  • It reflects the policy of the United States to enhance security, increase government efficiency, reduce identity fraud, and protect personal privacy.

Enrollment

What do I need to do when I get an email telling me I need to enroll for HSPD-12?

Review your name as recorded in the e-mail you received (subject line: New Federal Credential Ready for Enrollment) to verify it is your correct legal name. It is important to ensure that this information matches what is on your proof-of-identification documents. If you need to make changes, contact HSPD-12Sponsor@sandia.gov in New Mexico or hspd12sponsorca@sandia.gov in California.

How do I schedule the appointment?

Follow instructions in the email you receive (as described above).

What do I need to bring to my appointment?

You will need to provide documentation to validate your identity during your enrollment. At your enrollment appointment you must present two forms of identification- a primary and a secondary. See the Acceptable Forms of Identification list for a description of acceptable forms of IDs. Your Sandia issued site-specific badge (LSSO) will not be accepted as a secondary form of ID.

Note: If your driver's license is faded or worn, you may be asked to obtain a new one prior to your enrollment appointment.

If you do not have at least one form of primary ID and another secondary form of ID, you will not be able to enroll/register for your federal credential (a.k.a. smart card).

What if my identification documents do not match?

Your first and last name must match the names on the documents you provide during your enrollment appointment.

Some examples of mismatches that require a correction are:

  • Apparent typo or transposition of letters in the name (ex. Jmaes vs. James)

  • Mismatch between a given name and an alias, nickname, or derivative name (ex. Jim vs. James)

  • Mismatch between maiden name in one record and married name in the other

  • Mismatch of the suffix

  • Middle name on one document, no middle name on the other

If mismatches appear and it is the system that is incorrect, you will need to contact HSPD-12Sponsor@sandia.gov in New Mexico or hspd12sponsorca@sandia.gov in California.

Once this update is made, you will receive another e-mail to make an enrollment appointment. Once again, verify the personal information on the e-mail to be sure it is correct and matches the names on your identification documents.

What if I have been recently married/divorced and now my name is different?

If a mismatch occurs, but your identification documents are correct (e.g., you were recently married), you can bring what is called a linking document to your appointment. A linking document can be used to link two names on two identification source documents.

Acceptable linking documents include:

  • Marriage certificate

  • Court record of name change

  • Divorce decree

The linking document must have both your former and current legal names on it and both the primary and secondary identification documents must be valid and not expired. For example, a married woman may use both a current driver's license (with married name) and a certified copy of her birth certificate (with maiden name), but will be required to bring a linking document (e.g., marriage license) with both her maiden name and married name on it.

Activation

What do I do once my card has been delivered?

When your card has been delivered, you will receive an e-mail instructing you to make an appointment to pick it up and have it activated. The email will come from the HSPD12Admin@usaccess.gsa.gov account, with the Subject Line "USAccess—Credential Ready for Pick Up." An appointment is not required at SNL for this activity.

The email will contain a password/PIN that you will need to activate your card. Be sure to bring this PIN with you to your appointment so you can successfully activate your card.

The email will also contain a link to the GSA Online Scheduling System to make an appointment at the Center where your card was shipped. It is important that you make your appointment at the same USAccess Center identified in the email, as this is where your card is located. Although it is highly recommended that you make an appointment to pick up your badge, if your badge is ready for pickup at the badge office at IPOC in NM or Building 905 in CA, it is acceptable to just walk in to complete this part of the process.

Once you have made your appointment, you can get driving directions by using the "Find a Center" feature on the USAccess Program website.

What do I need to do to get my credential activated?

There are two important steps associated with activating your badge. One part of the process is encoding the credential into the Sandia Access Control System, which will be completed by the badge clerk. The other part of the process is activating the chip in the credential and ensuring the information is captured in the USAccess system. You will complete this part of the process and you will need the password from the email you received in order to accomplish this part of the process.

Note:

  • If there is no password in the email you received, you'll need an "Attended Activation," which means you'll need to schedule an appointment with a Badging Specialist for that purpose.

  • The absence of a password means only that the fingerprints provided during the enrollment process did not score high enough to ensure proper identity verification. Thus, identity verification must be performed by a Badging Specialist.

Is assistance available during the activation process?

Although the activation process can be completed without assistance, help is available if needed.

Why is the activation process necessary?

The activation process loads important required data onto the Integrated Circuit Chip (ICC) that stores 128 KB of information. There are four PKI digital security certificates (PIV authentication, card authentication, digital signature, and encryption), two interoperable fingerprint templates, a digital photo, and Cardholder Unique Identifier (CHUID), including organization affiliation, agency affiliation, department affiliation and expiration date.

Certificate Update

Why did I get an email requiring me to update my digital certificates on my HSPD-12 credential, the expiration date on my credential is still more than 2 years away?

Although your credential is good for 5 years from the day it was printed, the security certificates embedded on the chip are only good for 3 years. They must be updated to ensure that your credential remains active in the USAccess system. Failure to update the security certificates results in the credential being terminated in the system and re-enrollment will then be required.

Note: Emails of this type will be received from HSPD-12 Admin. You may need to check your Spam folder occasionally and/or revise your Spam settings to ensure these legitimate messages reach you.

Do I have to make an appointment to update the digital certificates on my credential?

The best way to ensure that a computer station will be available to perform the required updates is to make an appointment using the GSA Online Scheduling System. However, updating the certificates only takes about 6 or 7 minutes and it is possible to walk in to the badge offices at NM or CA and conduct the update without an appointment.

At SNL/NM: Once the certificate update process is complete, proceed to the Kirtland Air Force Base (KAFB) DBIDS office to register your credential. See the section below titled: "Defense Biometric Identification System (DBIDS) at Kirtland Air Force Base (KAFB)."

Is help available during the certificate update process?

Although the certificate update process can be completed without assistance, help is available if needed.

HSPD-12 Renewal

The expiration date printed in the top right corner of your HSPD-12 federal credential refers to the expiration of the physical credential, which is a 5-year expiration cycle. Credential holders are required to have their credentials renewed prior to the credential expiring.

If your credential is scheduled to expire in less than 2 months and you have not received any of the email notifications below, send an email to:

 

Credential Renewal email notifications:

  1. ACTION REQUIRED: HSPD-12 Federal Credential (Badge) Expiring MM/DD/YYYY
    From: badgingdonotreply@sandia.gov

Personnel Security will send an email notification to the customer either 4 or 2 months prior to the credential expiring.

  • 4-month notifications are sent to those individuals who must complete a new enrollment to get a new 5-year badge.

    • These individuals are not required to respond to this notification. Personnel Security will process the enrollment request, which will be followed up by a notification from HSPD-12Admin with information on scheduling a new enrollment appointment. After receiving this notification, the individual must schedule an enrollment appointment.

  • 2-month notifications go to individuals who do not need a new enrollment but have the choice to do so.

    • A response is required as Personnel Security will not take action to order a credential if a response from the customer is not received prior to expiration.

    • 2-month notifications inform the customers of the following:

      • Expiration date of their current credentials

      • Deadline to pick up and activate their new credentials

      • Information on updating the photo on their new credentials

  1. [EXTERNAL] USAccess – Credential Renewal Notification
    From: HSPD12Admin@usaccess.gsa.gov

This email is sent to the customer after a Personnel Security Representative requests a new 5-year credential with the same photo.

  1. [EXTERNAL] USAccess – Credential Renewal /Re-issue Notification
    From: HSPD12Admin@usaccess.gsa.gov

This email is sent to the customer after a Personnel Security Representative requests a new 5-year credential with a new photo. The customer is instructed to schedule an enrollment appointment in order to receive a new 5-year credential with a new photo. During the enrollment appointment the customer will verify their identity, and have their fingerprints and photo taken.

  1. [EXTERNAL] USAccess – Renewal Credential Ready for Pick Up
    From: HSPD12Admin@usaccess.gsa.gov

This email is sent to the customer after the new 5-year credential has been checked in at the Badge Office. The email informs the customer to pick up their new 5-year credential in a timely manner before it expires.

Use on Travel

You MAY show your HSPD-12 federal credential for these purposes when on Sandia-sponsored business travel:

  • As identification to pass through airport security for domestic travel.

  • If necessary to indicate association with the U.S. Government (e.g., to establish eligibility for special hotel rates).

You MAY NOT:

  • Use your HSPD-12 federal credential as identification for unofficial purposes (e.g., cashing a check).

  • Allow your HSPD-12 federal credential to be photocopied, reproduced, or photographed at close range. 

  • Take your HSPD-12 federal credential out of the U.S. unless you are on official business travel and it is required by sponsors for identification purposes.

Note: HSPD-12 badges, PIV-C cards, and cryptocards are considered export-controlled items. When taking any of these items on business or personal international travel, each of the items must be listed on the traveler’s International Hand Carry application prior to leaving he United States. Questions to the International Export & Trade Compliance Helpline at 845-7000 or eico@sandia.gov.

HSPD-12 Holders Responsibilities

Basic Information About Your HSPD-12 Badge

HSPD-12 badges are also known as Personal Identity Verification (PIV) cards and are a type of DOE security badge. The information embedded in each credential includes Personally Identifiable Information (PII) such as badge-holder's name and biometric data. Thus, your badge/credential should be protected accordingly.

Federal Requirement Regarding Your Badge Holder

Federal publication FIPS PUB 201-2 requires the use of electromagnetically opaque holders or other technology to protect against unauthorized contactless access to information stored on an HSPD-12 federal credential. (Approved holders can be found on the “FIPS 201 Approved Products List.”)

Badge holders issued by Sandia Badge Offices comply with FIPS PUB 201-2, and replacement badge holders are readily available when needed.

SPECIAL NOTE on the Proper Use of Badge Holders Issued by Sandia Badge Offices
The side-loading slot on badge holders can cause damage to the magnetic swipe on the back of a credential. Thus, to prevent damaging your credential, only the top-loading card slot should be used

Your Responsibilities

If you choose to obtain your own badge holder for your HSPD-12 federal credential, you must ensure it is FIPS-201 approved (i.e., it employs an electromagnetically opaque sleeve). Ultimately, you are responsible for protecting the information embedded on your badge/credential.

Additional Information

Questions regarding this or aspects of your HSPD-12 federal credential may be emailed to: hspd-12sponsor@sandia.gov.

Reporting Lost, Stolen, or Forgotten Badges

If your badge is:

  • LOST:

    • Within 24 hours of discovery, complete SF 2730-LSB, Lost/Stolen/Forgotten Badge Report, and submit it to the appropriate Badge Office to request a temporary badge.

    • A period of 5 calendar days is allowed for the lost badge to be recovered, after which it is permanently deactivated and a new one must be created. If the badge is recovered during the allowed 5-day period, it may be re-activated if it has remained under the owner’s control (e.g., misplaced at home or in a personal vehicle). Otherwise, the badge will be considered compromised, remain deactivated, and require a new badge to be created. For an HSPD-12 federal credential, re-enrollment (i.e., identity verification, photograph, and fingerprints) may be necessary.

  • STOLEN:

    • Within 24 hours of discovery, notify SIMP 24/7 at 505-845-1321, all sites.

    • As soon as possible, complete SF 2730-LSB, Lost/Stolen/Forgotten Badge Report, and submit it to the appropriate Badge Office to request a temporary badge.

    • A badge reported as stolen is immediately considered compromised and permanently deactivated, requiring a new badge to be created in all cases. For an HSPD-12 federal credential, re-enrollment (i.e., identity verification, photograph, and fingerprints) may be necessary.

  • FORGOTTEN:

    • You are strongly encouraged to simply retrieve the badge,

    • If circumstances don’t allow you to retrieve your badge, complete SF 2730-LSB, Lost/Stolen/Forgotten Badge Report, and submit it to the appropriate Badge Office to request a temporary badge.

If you FIND a badge: Promptly return it to the appropriate Badge Office in one of the following ways:

  • In person.

  • In a badge drop box at one of the following locations:

    • Lobby of IPOC (SNL/NM)

    • Vasco/East Avenue Security Gate entrance (SNL/CA)

  • Via Sandia internal mail, using a UCI envelope

  • Via certified/signature-required delivery, as follows:

Administrative action for repeated occurrences

Recurrent reports of a lost, stolen, or forgotten (LSF) badge by or on behalf of a member of the workforce will result in administrative action consisting of an escalating series of automatic e-mail notifications to management, advising them to conduct and document a discussion on the importance of safeguarding badges with the badge holder.  For contractors and consultants, a delay in issuing a temporary badge may also be imposed.

An exemption from administrative action will be granted to everyone for their first LSF event within a 365-calendar day period (i.e., although recorded, the first occurrence will not trigger administrative action).   Only one administrative action will be initiated for each LSF event (e.g., a forgotten badge that is subsequently determined to be lost or stolen will not result in a separate administrative action).

For a forgotten badge, the badge holder is strongly encouraged to simply retrieve the badge if circumstances permit and avoid administrative action altogether.

Defense Biometric Identification System (DBIDS) at Kirtland Air Force Base

DBIDS is administered exclusively by the Department of Defense (DoD) and is subject to change at any time without advance notice.

Sandia attempts to remain engaged with Kirtland Air Force Base (KAFB) authorities to alert Members of the Workforce as soon as possible regarding any procedural modifications.

What is DBIDS?

DBIDs is a DoD-administered method by which unescorted access to Kirtland Air Force Base (KAFB) may be authorized for persons who do not possess a federal ID that would otherwise be acceptable for such access.

FYI: Acceptable forms of federal ID include DoD Common Access Cards [CACs], military IDs, and DOE PIV/HSPD-12 credentials/badges, all of which can be DBIDS-encoded. SNL Local Site-Specific Only (LSSO) badges cannot be DBIDS-encoded.

Ultimately, DBIDS provides a means of ID for use at KAFB entry points, regardless of the means of access (e.g., driving, biking, walking).

All persons who require unescorted access onto KAFB and are not otherwise in possession of a federal ID acceptable for such access must be DBIDS authorized. Consequently, DBIDS does not apply to individuals under escort. Cleared SNL Members of the Workforce are granted escort authority provided they possess DOE PIV/HSPD-12 credentials/badges registered in DBIDS, or a separate DBIDS pass so annotated. For details about escorting on KAFB, contact a DBIDS office (see "DBIDS Contacts" below).

Note:

  • Exception: Children under 18 do not require DBIDS pass UNLESS they are driving a vehicle, in which case a DBIDS pass is required.

  • Passes will not be issued for convenience.

  • Access to Sandia-controlled premises and SNL-specific escorting requirements are entirely separate matters that have no connection with DBIDS.

  • In addition, prior coordination with Sandia's Foreign Interactions Office (4225) or NW International Programs and Strategy Integration Department (2127) is required before allowing any access to Sandia-controlled premises by an uncleared or cleared foreign national (FN), respectively.

DBIDS Authorization Process

DBIDS authorization begins with a specific request requiring a "sponsor." Sponsors must ensure they are communicating with the individuals they are sponsoring for necessary details and instructions.

For all cleared and uncleared SNL Members of the Workforce and visitors—It is the responsibility of the individual's SNL sponsor, host, or manager/designee to perform this sponsorship role. Concurrent with escort authority noted above, cleared SNL Members of the Workforce may act as DBIDS sponsors provided they are in possession of a DOE PIV/HSPD-12 credential registered in DBIDS or a separate DBIDS pass reflecting sponsorship authority.

The duration of unescorted access must be determined by the sponsor based on the applicant’s nature of work. This determines the type of DBIDS authorization to be requested: short-term or long-term. Short-term examples include brief visits for job interviews, drug testing, etc. It is also appropriate for uncleared Members of the Workforce who work off-base and do not explicitly require daily work-related access. Long-term examples include Members of the Workforce or persons on an extended visit for which daily work-related base access is clearly required. Additional access details may be required by DBIDS authorities to assist in their determination. 

Standard DBIDS authorization requirements are as follows:

Short-term request (brief or non-daily access required)—

  • For visitor access up to three days, a sponsor may either:

    • Submit the KAFB Short Term Visitor Pass Pre-Notification Form in advance at either the KAFB Truman Gate Visitor Center or IPOC, no later than three business days prior to the visitor's arrival,

      or

    • Appear in person with the individual to sponsor them without the form.

  • For visitor access exceeding three days up to a maximum of 30 days, a sponsor must appear in person with the individual; no form necessary.

  • Multiple short-term visits: If three or more short-term passes totaling 30 days or more within a 90-day period have been issued, a long-term pass may be required.

Note:

  • Upon approval, a short-term pass may be issued at the time of application. Otherwise, the sponsor will be notified and it is his or her responsibility to inform the applicant it is available for pick-up.

  • A short-term pass must be picked-up at the same DBIDS office that accepted the KAFB Short- Term Visitor Pass Pre-Notification Form

  • The form requires a wet signature (i.e., digital signatures are not accepted)

Long-term request (daily on-base access required)—

For access up to one year. A sponsor must appear in person at the IPOC or KAFB Consolidated Support Facility DBIDS offices (i.e., not the Truman Gate Visitors Center) to submit a single long-term pass request form.

Note:

  • As specified on this form, if extended access beyond the hours 5:30 am - 6:30 pm, M-F (i.e., after normal business hours and/or weekends) is required, the sponsor must also complete the ‘Special Purpose Justification’ section. For contractors/consultants, the special justification must include the contract clause that allows for extended access. For Sandia employees (i.e., NTESS), the form must be signed by authorized SNL Badge Office personnel in addition to the sponsor.

  • Long-term requests must be submitted no less than 10 business days (but no more than 30 business days) in advance. In the interim, a short-term pass may be authorized at the time of application. It is the responsibility of the sponsor to re-contact the DBIDS office within 7-10 business days of the long-term request to determine its status. If approved, the sponsor must inform the applicant the pass is available for pick-up.

  • Approved long-term passes may be picked-up at any DBIDS office.

  • The form requires a wet signature (i.e., digital signatures are not accepted).

  • If arrival/start dates change, re-submission of the form may be required.

The DBIDS Pass

Approved DBIDS authorizations are reflected in a physical pass, issued as a paper document or plastic card. In general, short-term passes will be issued in paper form. All uncleared recipients will also be issued a paper pass regardless of its duration. Long-term passes for cleared individuals may be issued as a plastic card. These details are subject to change by DoD at any time. Contact a DBIDS office for further information (see "DBIDS contacts" below).

Receipt

To receive a pass, the recipient must visit a DBIDS office and produce the following:

  • Photo identification compliant with the REAL ID Act.

  • Valid driver’s license

  • Current vehicle registration

  • Proof of vehicle insurance or rental agreement/receipt

Note: ID documents must be in original form (not copies), unaltered, unexpired, and valid (not cancelled or suspended). Reference “REAL ID Act of 2005” on this toolcart for more information

DBIDS Registration of PIV credential

Individuals in possession of a DOE PIV/HSPD-12 credential will not be issued a separate DBIDS pass, but must register the credential in DBIDS. For cleared individuals, registration permits both escort and DBIDS sponsorship authority.

DBIDS registration must be renewed every 3 years and it is the holder’s responsibility to do so. Ideally, initial DBIDS registration for SNL Members of the Workforce should occur at the time the credential is issued/replaced and at the time the credential’s public key infrastructure (PKI) certificate(s) expires. Notification of PKI expiration is provided to the badge-holder in advance; however, DBIDS expiration is not. Unregistered/DBIDS-expired credentials risk being rejected at KAFB entry points.

Persons previously issued a DBIDS pass who subsequently received a credential must turn in their DBIDS passes at a DBIDS office or SNL Badge Office, as duplicate DBIDS passes are not permitted.

Use

Users should have their pass (or credential) out of any holder and available for inspection well in advance of approaching a KAFB entry point.

DBIDS Pass Expiration

All DBIDS physical passes display an expiration date; it is the responsibility of the recipient to be aware of that date. If renewal is necessary, the same process as described above in "DBIDS Authorization Process" must be followed.

Return

Unexpired passes that are no longer required must be returned to a DBIDS office or SNL Badge Office. Expired passes should be destroyed (e.g., shredded).

Base Access List (BAL) Option

Access for groups of 10 or more visitors during an event on a specific date may be obtained via a BAL. Visitors authorized on a BAL are allowed unescorted access upon presentation of a valid driver’s license, vehicle registration, and proof of insurance. A BAL request must be made in writing and in person by the group’s sponsor and only at the KAFB Consolidated Support Facility DBIDS office. The request must be submitted no later than 3 business days prior to the event. Contact the KAFB Consolidated Support Facility DBIDS office for specific instructions (see “DBIDS contacts” below).

DBIDS Contacts

For all DBIDS-related matters, to include inquiries on any topics not specifically addressed in this article, contact one of the following DBIDS offices:

  • Innovation Parkway Office Center (IPOC), 1611 Innovation Parkway, Albuquerque, NM, Room 2161; Monday-Wednesday, 7:30 am - 3:00 pm, and Thursday-Friday, 7:30 am - Noon; 505-845-7227.

    • For SNL, the IPOC location is preferred for conducting most DBIDS inquires and transactions; i.e., due to the staff's familiarity with SNL-specific operations and agreements.

    • To visit the DBIDS office in IPOC, you must have an SNL-issued badge or other HSPD-12 credential.

  • KAFB Consolidated Support Facility, KAFB, Bldg. 20245/2nd St. at Frost Ave.; Monday-Friday, 9:00 am - 3:00 pm; 505-853-1859 or 505-846-6429

  • KAFB Truman Gate Visitors Center, KAFB; 24/7; 505-846-2676

Uncleared Personal Identity Verification (UPIV)

In accordance with National Nuclear Security Administration (NNSA) Supplemental Directive (SD) 206.2, Implementation of Personal Identity Verification (PIV) for Uncleared Contractors, any uncleared Member of the Workforce who requires physical and/or logical access to Sandia National Laboratories (SNL) for greater than 179 calendar days and who is not otherwise in process for a DOE security clearance (i.e., a clearance applicant), must be processed for PIV. At SNL, this NNSA-mandated process for uncleared Members of the Workforce is called Uncleared PIV (UPIV).

PIV is a government-wide standard for identification, authentication, and authorization of federal employees and contractors to access federal facilities and information systems. It has long been a preliminary part of processing security clearance requests, requiring applicants to confirm their identity, provide fingerprints, and be photographed. UPIV now implements the PIV process for uncleared contractors at NNSA facilities. UPIV employs the same identity-proofing elements of PIV with the addition of a minimal federal background investigation. Results of this investigation are adjudicated by NNSA for a final access determination.

More information can be found below and in the UPIV FAQ.

Applicability

UPIV is applicable to a Member of the Workforce based upon their actual or expected duration of uncleared physical and/or logical access at SNL. The 179 calendar days or greater threshold for initiation of UPIV is a lifetime cumulative total—once the threshold is reached through a continuous or intermittent manner, or otherwise anticipated based on the nature of work (e.g., expected duration of employment or length of contract), UPIV is required. Under this criterion, all Members of the Workforce in an enduring or repetitive uncleared status will eventually undergo UPIV.

Process

As applicable, and in keeping with current practice, Members of the Workforce will begin their position with an automatically generated uncleared authorization that commonly includes being issued an uncleared Local Site-Specific Only (LSSO) badge. Thereafter, deliberate action to maintain solely uncleared access—or, alternatively, request a clearance—will be initiated well in advance of the UPIV 179-calendar-day threshold, as described below.

Initiation

Employees: SNL managers are advised early during hiring that unless they request a clearance for their employee via the Sandia Total Access Request Tool (START), the individual will be automatically initiated for UPIV.

Contractors: All contractors not otherwise in process for a clearance will be automatically initiated for UPIV at such time they have accumulated (over their entire association with SNL) a total of 120 calendar days of uncleared access. The 120-day threshold is established to ensure sufficient time for processing prior to reaching the mandated 179-calendar-day limit.

Steps

Personnel Security will engage the applicant to produce valid identification, be photographed, provide fingerprints, and complete documentation for a federal background investigation. Applicants will be allowed to retain their uncleared authorizations and LSSO badges (if issued) provided all UPIV application instructions are complied with in a timely manner. Failure to comply with UPIV requirements will result in prompt deactivation of the uncleared authorization, retrieval of any issued badges, and notification to all necessary parties (SNL management, contractor representatives, Protective Force, etc.). Authorization can be reactivated with renewed compliance.

Once begun, the UPIV process will proceed to conclusion, ultimately resulting in an NNSA-rendered “favorable” or “unfavorable” determination. However, if an applicant is subsequently initiated for a DOE security clearance prior to a UPIV decision, the UPIV request will be withdrawn. 

Decision

NNSA is the sole authority for making UPIV determinations. If favorable, continued uncleared physical and/logical access is permitted for the duration specified in applicant’s uncleared authorization (START) request. In addition, a favorable UPIV determination will remain valid with NNSA indefinitely and may be used in association with future uncleared physical and logical access requests at other DOE-affiliated locations. If a favorable UPIV determination by NNSA is already on record for an individual at the time he or she establishes a relationship with SNL only limited UPIV processing steps will be required.   

If NNSA issues an unfavorable UPIV determination, all means of retaining physical and/or logical access to SNL, to include any badges issued, will be removed. NNSA will inform the individual of the decision and provide additional administrative information. A final unfavorable UPIV decision will remain in force for a period of one (1) year, after which UPIV reconsideration may be requested provided there is a legitimate access need.