IDENTIFICATION PASSES
Sections
13.02.06 Non-Employee NIST ID Card/Pass
13.02.08 NIST ID Card/Pass Renewal
13.02.09 Temporary NIST ID Card/Pass
13.02.10 Lost NIST ID Card/Pass
13.02.11 Security Hours Admittance
13.02.12 Return of NIST ID Card/Pass
Appendix A - Access Levels (Gaithersburg)
13.02.01
PURPOSE
This subchapter contains guidelines for the issuance, display, replacement,
and relinquishment of Form NIST-351, ID Card/Pass (hereinafter referred
to as the NIST ID Card/Pass.
13.02.02
SCOPE
The procedures outlined in this subchapter apply to all employees,
non-employees, and visitors at NIST-Gaithersburg and NIST-Boulder.
13.02.03
POLICY
a. It is required that all employees/non-employees, research
associates, guest researchers, IPAs, and certain contractors wear the NIST
ID Card/Pass in a manner that allows the photograph to be visible.
Clips and chains are available from Police Services or the receptionist
desk located in the lobby of the Administration Building.
b. All employees are issued a NIST ID Card/Pass for a five-year duration. Non-employees may have their NIST ID Card/Pass issued for periods up to five years. This duration for non-employees will be dependent on such factors as: duration of assignment, visa limitations, or duration of contract. The actual determination will be coordinated between the sponsor and the Department of Commerce Office of Security. Boulder will only issue an ID up to one year for (non-employees) affiliates.
c. Any employee who has temporarily misplaced their NIST ID Card/Pass must obtain a one-day Temporary NIST ID Card/Pass to comply with the above paragraph.
d. All visitors to both of the NIST locations will be required
to register and obtain an appropriate ID/Card Pass.
13.02.04
DEFINITIONS
a. Affiliate - (For Boulder) See the definition for non-employee
below.
b. Contractor - An individual who is not an employee who has gained access to the campus for specific contracted support.
c. Employee - A full-time or part-time employee of the National Institute of Standards and Technology or the Department of Commerce.
d. NIST ID/Card Pass - Form NIST-351, NIST ID/Card Pass, issued to employees upon initiation of their employment at NIST.
e. Non-Employee - The term non-employee refers to any individual who works at the NIST-Gaithersburg site but is not employed by the National Institute of Standards and Technology nor the Department of Commerce. This includes guest researchers, foreign nationals, contractors, and Intergovernmental Personnel Act (IPA) appointees. At Boulder non-federal employees are referred to as affiliates.
f. Security Hours - The period from 6:30 p.m. to 6:00 a.m. (at Boulder, 6:00 p.m. to 6:00 a.m.) Monday through Friday and all hours during Saturday, Sunday, or holidays. Sometimes referred to as out-of-hours.
g. Temporary NIST ID Card/Pass - Issued to employees for a one-day only period when they have temporarily misplaced their NIST ID Card/Pass and does not permit electronic access authority at the Gaithersburg site.
h. Visitor NIST ID/Card Pass - Issued to an individual who is
only visiting the site and is sponsored by an organizational unit or employee
of NIST and may or may not have limited electronic access authority associated
with it.
13.02.05
RESPONSIBILITIES
a. Gaithersburg
(1) Human Resources Management Division - Responsible for completing Form NIST-351 for all new employees. This permits the issuance of a NIST ID Card/Pass to all new employees on the first day of employment. All employees will have the basic 24-hour site access annotated on the NIST ID Card/Pass. During the orientation for new employees they will be scheduled to go to Police Services for a photograph and issuance of the NIST ID Card/Pass.
(2) Police Services -
(a) Takes photograph and issues NIST ID Card/Pass;
(b) Receives requests (electronically) for additional access levels, as determined by the supervisor/administrative officer. Police Services updates the already issued NIST ID Card/Pass in the access control database and informs the supervisor/administrative officer and employee.
(c) Controls entrance to and exit from the NIST grounds. When deemed appropriate, uniformed police officers may ask anyone encountered on the site or in buildings to show their NIST ID Card/Pass.
(d) Distributes monthly listings of all NIST ID Card/Passes that are scheduled to expire to the appropriate organizational units and processes renewals.
(e) Issues one-day only temporary NIST ID Card/Pass to authorized employees/non-employees when requested. This may also be done at the receptionist desk located in the lobby of the Administration Building.
(3) NIST Center for Neutron Research - For employees requiring special access to the Cold Neutron Research Facility a completed Form NIST-351 will be provided by that organizational unit so that a specially designed NIST ID Card/Pass may be reissued. This occurs only after the employee has received all necessary briefings and clearances.
(4) OU Directors/Division Chiefs/Administrative Officers -
(a) Validates the receipt of a NIST ID Card/Pass with the new employee. Should the employee require an access authorization other than the basic level provided by HRMD, this should be e-mailed to Police Services for electronic update. See Appendix A for a partial list of access codes. If this additional access authorization requires a completed security clearance, Form NIST-351 must be completed and sent to the Department of Commerce Security Office for validation. When approved the Form NIST-351 is sent to Police Services for processing.
(b) Reviews the listing that is distributed monthly by Police Services which contains the names of employees whose NIST ID Card/Passes are about to expire. Appropriate action must be taken to ensure the reissuance of the NIST ID Card/Pass. The employee should report to Police Services prior to the expiration date for renewal.
(c) Processes special requests for modified access authorizations for non-employees through the Department of Commerce Security Office to Police Services.
(d) Ensures that all visitors are properly processed at the reception desk located in the lobby of the Administration Building.
5. Employees -
(a) Wear their NIST ID Card/Pass at all times. Should the specific nature of the work indicate a hazard in wearing, it must be readily available if challenged.
(b) Immediately report the loss or theft of their ID Card/Pass to their supervisor and Police Services. Police Services will require the completion of a memorandum explaining the loss/theft prior to reissuance of a replacement NIST ID Card/Pass.
(c) Report to Police Services should their NIST ID Card/Pass become damaged or does not function properly in the access control system. Police Services evaluates and replaces the NIST ID Card/Pass, if necessary.
(d) Obtain a one-day only temporary ID Card/Pass from either the reception desk or from Police Services if they have left their NIST ID Card/Pass at home.
(e) Turn in their issued NIST ID Card/Pass to Police Services upon termination of employment at NIST.
b. Boulder -
(1) New employees are processed through the Processing and Records Branch of the Human Resources Division. The Processing and Records Branch provides the employee with the NIST Access Request Form. Affiliates are issued the same Proximity/ID Card as employees, except instead of the title Employee printed on the card, it is printed with Affiliate on it. The requesting organizational unit completes the NIST Access Request Form when the employee is Entering-On-Duty (EOD) and the employee takes the access request form to the MASC Security Office for issuance of the Proximity/ID Card.
(2) During security hours Police Services is responsible for patrolling the NIST-Boulder site. When deemed appropriate, uniformed police officers may ask anyone encountered on the site or in buildings to show their Proximity/ID Card.
c. Because of its established access control system, the Boulder
site requires a Poximity/ID Card for entrance to their buildings.
Employees at Gaithersburg who require a Proximity ID/Card for the Boulder
site should contact Police Services at Gaithersburg. This should
only be issued to an employee who makes repeated visits to Boulder.
13.02.06
NON-EMPLOYEE NIST ID CARD/PASS
a. Gaithersburg -
(1) For non-employees, the host organizational unit initiates Form NIST-351and completes all items except those to be completed by the Department of Commerce Office of Security. See Appendix A for selection of the appropriate access level. After Form NIST-351 is completed and signed by the division chief or designee, the partially completed application is forwarded to the Department of Commerce Office of Security.
(2) The Department of Commerce Office of Security approves the application, assigns an expiration date, and forwards the application to Police Services for issuance of the NIST ID Card/Pass.
(3) All non-employees (those who had a suitability investigation) are issued a NIST ID Card/Pass after approval by the Department of Commerce Office of Security.
(4) Non-employees who are U.S. citizens are authorized security hours access upon satisfactory completion of a suitability investigation. Requesting officials may contact the Department of Commerce Office of Security by telephone or memorandum to request access.
(5) Non-employees who are citizens of a foreign country working at NIST must have a favorable suitability investigation completed. After the investigation is completed, OUs should submit Form NIST-1284, Request for Unescorted Security Hours Access for a Foreign National, to the Department of Commerce Office of Security. Form NIST-1284 must be signed by the requesting official with the Operating Unit Deputy Director=s approval.
b. Boulder - The requesting organizational unit must submit the NIST Access Request Form with all of the appropriate signatures on the back; the suitability investigation must also be completed before a Proximity/ID Card is issued.
c. Foreign nationals from countries on the Department of State
List of State Sponsored Terrorism Countries will continue to require escort.
This list is ever changing and needs to be validated by the Department
of Commerce Office of Security on a case-by-case basis. If
it becomes necessary for a citizen from one of these countries to remain
on site or enter after hours, a NIST employee must escort them the
entire time.
13.02.07
VISITOR REGISTRATION
All visitors, except as noted below, will be registered.
a. Gaithersburg -
(1) The reception desk located in the lobby of the Administration Building is the Visitor Reception Center.
(a) Prior registration of visitors will expedite the check-in process. To register visitors on the NIST internal web, access: http://www-i.nist.gov/visitor.
(b) NIST employees should register their visitors through this electronic means. Information is sent directly to the Visitor Reception Center for processing. Visitors who are not pre-registered will undergo a delay in registering as they will have to provide all necessary information for entry into the database.
(2) Visitors will be provided a NIST Visitor ID Card/Pass to be worn during the duration of their visit to the site.
(3) During normal working hours family members of NIST employees do not need to register as visitors, but must by escorted at all times.
(4) Conference attendees are not required to formally check-in at the Visitor Reception Center as they will be registered and provided a Conference Badge during their formal registration for the conference.
(5) During security hours, when the site is closed, all visitors must sign-in/out in the out-of-hours register maintained at the main entrance to the site. The escorting employee must have security hours access and their ID Card/Pass number will be recorded as the authority for granting access for the visitor(s). The visitor=s name will also be recorded. No ID Card/Pass is issued because the visitor must remain with the employee at all times.
c. Boulder -
(1) The Boulder site has several visitor procedures in place to service the wide range of requirements associated with their access control system.
(2) Visitors to the Skaggs Building may register in the lobby of that facility.
(3) Police Services provides a central visitor registration program to issue visitor badges that have no electronic access imbedded within the issued badge.
(4) Selected organizational units throughout the site have elected to resource and manage a visitor control system that authorizes them to issue a visitor badge with selected electronic access codes imbedded within the card.
(5) Police Services manages the details of this program.
(6) Conference attendees are not required to formally check in at the
Visitor Reception Center as they will be registered by their sponsor and
provided a badge during their formal registration for the conference.
13.02.08
NIST ID CARD/PASS RENEWAL
a. Renewal notification is provided monthly to the organizational
units covering all organizational passes that will expire during the next
calendar month.
b. It is the responsibility of the employee/non-employee to request
a renewal well in advance of the expiration date by requesting in person
the re-issuance of their NIST ID Card/Pass. The completion of a new
NIST Form-351 is not necessary for employees. Their status will be
verified and a new NIST ID Card/Pass issued. Non-employees must have
their sponsor submit a new NIST
Form-351 through the Department of Commerce Office of Security for
validation prior to sending to Police Services for processing. Contact
Police Services for assistance.
c. The expired NIST ID Card/Pass must be surrendered when the
renewal pass is issued.
13.02.09
TEMPORARY NIST ID CARD/PASS
At Gaithersburg, employees, and non-employees who forget their NIST
ID Card/Pass may obtain a temporary one from the reception desk located
in the lobby of the Administration Building or from Police Services.
This will not have a photograph on it, will not have any electronic access
codes imbedded within, and will not authorize security hours access.
It will identify the holder as wearing a temporary NIST ID Card/Pass that
is only valid for one day. The employee must return the NIST ID Card/Pass
to the reception desk or to Police Services at the end of the day.
Should the employee discover that they have lost their NIST ID Card/Pass
and need a replacement, follow the procedures indicated in Section 13.02.10.
13.02.10
LOST NIST ID CARD/PASS
An employee or non-employee who loses their NIST ID Card/Pass, must
telephone Police Services immediately so that the NIST ID Card/Pass can
be deprogrammed to prevent unauthorized use. A memorandum for the
record will be completed by the employee at Police Services to address
the following: action taken to recover; circumstances surrounding
the loss/theft, and approximate date and place of loss, if known.
Police Services researches the databank to validate employee status and
then prints and issues a replacement NIST ID Card/Pass with a newly computed
five-year expiration date. Non-employees will have their original
expiration date placed on the replacement ID Card/Pass. (At Boulder,
a memorandum should be submitted to the Mountain Region Services Center
Security Office signed by the individual's supervisor.)
13.02.11
SECURITY HOURS ADMITTANCE
a. Admittance to NIST sites is restricted during all security
hours periods. During security hours, all gates except the main gate
at North Drive are locked. (At Boulder, all buildings and unoccupied
rooms must be locked during security hours periods. The King Street
and Kenwood Avenue gates are normally locked at all times. The two
Broadway entrances are open all hours every day.) All persons who
enter or leave NIST during security hours periods must have authority to
do so.
b. Emergency Admittance - If it is necessary for an employee who does not have their NIST ID Card/Pass, or who has temporarily misplaced the pass, to return to the site unexpectedly, the employee must telephone Police Services as soon as possible. A uniformed police officer obtains authority for admittance through the employee's division chief or the Officer in Charge of Police Services after researching the NIST ID Card/Pass database.
c. Non-Emergency Admittance - If it is necessary for an employee/non-employee who does not have their NIST ID Card/Pass to remain or gain access to the NIST site during security hours, a request must be made by telephone or memorandum from the employee's division chief or designee to Police Services. (At Boulder, the requesting division chief must submit a memorandum to the Mountain Region Services Center Security Office.)
d. During security hours, when the site is closed, all visitors
must sign-in/out in the out-of-hours register maintained at the main entrance
to the site. The escorting employee must have security hours access
and their NIST ID Card/Pass number will be recorded as the authority for
granting access for the visitor(s). The visitor's name will also
be recorded and a NIST ID Card/Pass will not be issued because the visitor
must remain with the employee at all times.
13.02.12
RETURN OF NIST ID CARD/PASS
All employees/non-employees must return their NIST ID Card/Pass (at
Boulder, the Proximity/ID Card) when their assignment/ appointment is complete
or when the pass has expired. These are U.S. Government property
and are provided for use at DOC, NIST-Gaithersburg and NIST-Boulder.