C04_Attachment 3 - NCAUR Credential and Access Control Program 2024.pdf

United States Department of Agriculture

Research, Education, and Economics

Agricultural Research Service

National Center for Agricultural Utilization Research 1815 N University Street, Peoria, IL 61603

USDA is an Equal Opportunity Provider and Employer

October 29, 2024

SUBJECT: NCAUR Credential and Access Control Program

TO: NCAUR Occupants

FROM: Todd Ward, Center Director

Everyone requiring routine unaccompanied access to federally controlled facilities and information systems is required to obtain a PIV (LincPass). In addition, USDA has identified categories of individuals including certain non-Federal employees, guests, and visitors, who will not require a LincPass based on a credentialing risk assessment. These individuals will need locally issued credentials to access the National Center for Agricultural Utilization Research (NCAUR) campus (including grounds). The NCAUR has developed and is implementing a Credential and Access Control program to ensure the security of our facility and the safety of our employees, contractors, and visitors. This program is to be implemented in conjunction with DR 1650-001, Departmental Physical Security Program; DM 4620-002, Common Identification Standard for U.S. Department of Agriculture; DR 4600-004, Foreign Visits and Assignments Vetting; and documents referenced therein.

Credential and Access Control Program U.S. Department of Agriculture, Agricultural Research Service

National Center for Agricultural Utilization Research (NCAUR) Peoria, Illinois

GENERAL REQUIREMENTS

Everyone must have a valid USDA credential with them at all times while at NCAUR. Your credential must be worn such that it is always clearly visible when not being used to access a computer. All employees have a responsibility to ensure that only individuals with approved access enter the facility and must immediately report any access violations to the Center Director and Administrative Officer.

Everyone except escorted visitors must use their own credential to gain access to the facility. Do not allow anyone to draft in behind you even if you know them or they have a USDA credential. Individuals without a functional credential may go to the lobby to request a temporary credential but must use the main entrance to access the lobby. In these circumstances, the individual must not be allowed into, or escorted through, the building to access the lobby. Lost, stolen, damaged, or non-functional credentials must be reported as soon as possible to your supervisor and the Administrative Officer. Information indicating that a person may pose a risk to facilities or information systems or a danger to NCAUR occupants and visitors should be reported immediately to the Center Director or the Administrative Officer.

PIV CREDENTIALS

LincPass – These credentials are issued and maintained in accordance with the procedures outlined in DM 4620-002. LincPass credentials must be returned to the Administrative Officer on the last day of the work assignment/employment. Supervisors, hosts/mentors, the Operations and Maintenance Contractor, and the Contracting Officer’s Representative will ensure that individuals under their direction comply with this requirement and will notify the Administrative Officer in advance when the work requirement for an individual is ending.

SITE CREDENTIALS (C or T Badge)

Site credentials provide intermittent (non-routine) or temporary unaccompanied access to the NCAUR location. Individuals requiring a site credential must complete the suitability process (See Appendix A) including a fingerprint background check via the Personal Security & Suitability Program (PSS).

Credentials will only be issued to individuals that have had a favorably adjudicated fingerprint check and clearance from PSS. Site credentials must be obtained from reception/security in the lobby. A photo ID is required each time a site credential (C or T badge) is checked out. Reception will immediately report to the Center Director or Administrative Officer any attempts by unauthorized individuals to gain a site credential.

Temporary Credential (T Badge) – T badges provide temporary access to individuals who have a favorably adjudicated fingerprint check and are waiting for a LincPass credential to be printed and returned for activation. T badges may also be issued to individuals with damaged, lost, or non-functional LincPass credentials.

• An NCAUR Temporary Credential Request Form must be completed by the requestor and authorized by the Administrative Officer or the Center Director. The form is available on the NCAUR TEAMS channel and at the front desk during regular business hours (8:00 – 4:30).

Temporary Credential Request Forms should be submitted as far in advance of the access requirement as possible. Emergency requests, as in the case of a non-functional PIV (LincPass) credential, can only be processed during regular business hours (8:00 – 4:30). Reception may only issue a T badge to individuals with a current Temporary Credential Request approval after confirming the individual’s identity via valid photo ID.

• T badges may be retained and removed from the NCAUR campus but must be returned to the Administrative Officer or designee within 48 hours of LincPass receipt or on the individuals last day at NCAUR, whichever comes first. The Administrative Officer will deactivate all credentials that are not returned as required.

• Supervisors, hosts/mentors, and the Operations and Maintenance Contractor will ensure that individuals under their direction comply with these requirements and will notify the Administrative Officer in advance when the work requirement for an individual is ending.

Contractor Credential (C Badge) – C badges provide intermittent facility access, which requires that the employee/contractor return the badge at the end of each workday and prior to leaving the NCAUR campus for any reason. Reception will promptly notify the Administrative Officer if a site credential was not returned, and access will be deactivated.

• Contracting Officer’s Representatives and the Operations and Maintenance Contractor are required to notify the Administrative Officer of all individuals with a current work requirement necessitating issuance of a C badge. Status changes, such as the end of a current work requirement, must be reported immediately to the Administrative Officer.

• The Administrative Officer, or their designee, will maintain and provide Reception with a current list of individuals cleared for C badge issuance. Reception may only issue a C badge to individuals on the current C badge approval list after confirming the individual’s identity via a valid photo ID.

VISITOR CREDENTIALS

V badge – A V badge is issued to individuals requiring temporary escorted physical access to NCAUR. V badges do not enable door access to the facility.

• Visits by non-U.S. citizens must be approved by the Administrative Officer. Hosts should coordinate with the Administrative Officer in advance. Reception will only issue a V badge to non- U.S. citizens approved by the Administrative Officer.

• Visitors must check in at the lobby and present a valid photo ID to be issued a V badge.

• Visitors must always be escorted by an individual with a LincPass credential.

• V badges must be worn such that they are clearly visible at all times while at NCAUR.

• V badges must be returned to the reception desk and may not be removed from the NCAUR campus for any reason. Hosts are responsible to ensure their visitors return V badges prior to exiting NCAUR. Reception will promptly notify the Administrative Officer if a V badge was not returned.

CREDENTIAL AND ACCESS AUDITS

The Administrative Officer (AO) will oversee implementation and documentation of a process to regularly review Federal employee, contractor, and temporary visitor access to the NCAUR, and will revoke access to the facility when it is no longer necessary. This will include regular audits to ensure that profiles in the Lenel access control system are limited to individuals that are currently approved for facility access. Regular physical audits of all Site and Visitor credentials will also be conducted to ensure all credentials are accounted for and functioning properly.

APPENDIX A

Background Clearance Process for Site Credentials (C or T Badge)

• NCAUR personnel responsible for individuals needing a temporary credential will gain approval from the Research Leader and then provide their Program Support Assistant (PSA) with the individual’s contact information. If you are not in a research unit, contact the Administrative Officer directly.

• The PSA will work with the individual to complete and submit a suitability ticket required for PSS clearance.

• Fingerprints can be obtained at NCAUR. An appointment for persons needing site clearance/fingerprints will be coordinated with the facility HSPD Registrar at a time mutually convenient to both parties.

o A photo ID will be required at the time of fingerprinting.

o Individuals will need to complete all required forms, which will be provided by the

HSPD Registrar in advance or at the time of the appointment.

• The PSS clearance process typically takes at least three weeks to complete once all information has been submitted.

NOTE: Instructions will be provided for individuals outside the local commuting area. Costs incurred for prints obtained through Livescan locations are the responsibility of the individual being printed.