Exhibit U - Instructions for Access-Request-form-for-Business-Visitors.pdf

Onsite Access Request Form

For Business Visitors

This form is for visitors who will be onsite at the lab for business purposes (i.e. an event, job interview, etc.), who will not need computing access and who will be onsite for less than 7 days

Please ask your Fermilab Point of Contact or your Affiliation’s Site Access Coordinator, if you need help with this form. If you still need help, email SOC@listserv.fnal.gov with questions on this form.

Pg.# Step

2 Reason for access request

2 Have you previously submitted a form, or have you ever had an ID badge before?

4 Reason and Dates of visit

7 Personal Information

12 Primary Contact Information

13 Primary Home Institution

14 Acknowledgements

15 Upload ID and Visa Documents

16 Summary and Submit Page

17 Next Steps and Estimated Processing Times

Reason for access:

Choose your worker type from the drop-down menu (see definitions link on our website for more info).

Then click “Next”

Have you previously submitted a Fermilab Access Request form, or have you ever had a Fermilab ID badge or a Fermilab computing account?

We need to know if you have had access (computing and/or ID badge) with us before so that the systems don’t create a duplicate profile and Fermi ID number for you.

If you have had access in the past but do not remember your ID number, please email SOC@listserv.fnal.gov and we will be happy to give that to you.

If you have not had access with us before, select “No” and then click “Next.”

If you have had access with us before, select “Yes,” and then select how you want to link your previous profile/Fermi ID to this form.

The option that you pick from that drop-down will then prompt a new field for you to enter that information: email address, phone number or Fermi ID number (must be 5 digits plus V)

Enter your information (email, phone, ID number) and a pop-out window will appear with information associated with that email/phone/ID.

If this information is correct, click “Confirm.” You can also use the drop-down to pick a different profile.

If it is not correct, click “Cancel” and email SOC@listserv.fnal.gov for help.

Click “Next” at the bottom right when you are done

Reason and Dates of Visit

Fermilab Affiliation:

This is a drop-down menu in alphabetical order.

If you are unsure of what to choose, please ask your Fermilab Point of Contact If you have trouble finding an experiment that you believe should be on this list, email

SOC@listserv.fnal.gov for help.

Point of contact: this is the Fermilab person who you are here with (i.e. the event coordinator or person you are working with at Fermilab).

Click on the magnifying glass to the right of the field to search for your Fermilab point of contact.

On the screen that pops up, type part of the person’s name in the search field and hit enter. If you have trouble finding your POC on this list, try searching by just the first name or just the last name.

Click on the person’s name -- ***Select Gina Kern for your Fermilab point of contact

Click “Next” when you are done.

Professional Class

This is a drop-down menu and is the reason you are coming onsite to Fermilab If you do not know the answer to this question, please ask your Fermilab POC

Description of activities

Be as specific as possible to avoid delays in processing your request

Are you attending onsite or virtually?

*If you need access for more than 7 days, please click the “Previous” button until you get back to the first screen, and choose “User/Affiliate” for your worker type.

Select Procurement Meeting

If you are attending virtually, you will only need to enter the dates of access.

Click on the calendar icon to the right in order to choose the dates

If you are attending onsite, you will also need to choose which site you will be visiting (Illinois or South Dakota) and what building you will be visiting.

To chose the building(s) you will be visiting, click on the magnifying glass, then search for the building, and click on the correct location. Repeat this process, if you are going to be visiting more than one building.

If you do not know what building you are visiting, you can choose “Don’t Know”

Click “Next” when you are done.

Personal Information:

Fill in all the fields on this page that have red asterisks.

Name:

You must put your LEGAL name, as it appears on your photo ID If you also have a preferred name, enter that in the Preferred Name field If you do NOT have a preferred name, click the box that says “Use legal name as preferred name” If you do not have a middle name/initial, put “NMI” in the middle initial field If you have had access before and confirmed your information on the previous screen, some of the information on this page will already be filled in; please double check it to make sure it is accurate

NMI = “No Middle Initial”

Enter a preferred name or check the box that says “Use legal name as preferred name”

To pick your country (or countries) of citizenship, you must click on the magnifying glass to the right of the search field.

In the screen that pops up, you can type the country (or part of it) in the Search field and hit enter.

Then click on the country* that you want to select.

*If you are a legal permanent resident (have a green card), do NOT pick United States of America as your country of citizenship.

To select another country (for more than one citizenship), click on the magnifying glass again and repeat the above process.

If you have picked a country in error, you can click on it to select it and then click the red X to the right of the country list to delete it.

If you are a US citizen, you will be asked only for your Country and Region of Birth.

Country and Region of birth is a drop-down menu in alphabetical order.

If you are not a US Citizen, you will also need to answer additional questions:

“Are you a U.S. Legal Permanent Resident (LPR)?”

If you have a green card, please answer “Yes” to this question. If you do not, then answer

“No.”

At least the Country and City of Birth are required:

Country and Region of birth is a drop-down menu in alphabetical order.

City of birth is a free-type field Region of birth is only REQUIRED for those born in the US (Region = State), however, if you know the region, please enter it

Date of Birth

You can click on the Calendar icon or type in the DOB DOB must be in Year-Month-Day (YYYY-MM-DD) format (i.e. the example below is September

8th, not August 9th)

Gender

Legal gender is required to be either Female or Male If you would like to enter a different Gender identity, you may use the next field to do that, or you can leave it as “—None—”

Free-text field Calendar function

Marital Status, Race/Ethnicity, and Disability are NOT required, but you are welcome to enter them, if you want to.

If you do not want to enter these, leave them as “—None—” If you click the “Disability” checkmark, it will ask you for more information in order to make accommodations for you

If you have additional notes, please enter them at the bottom of the page. They are NOT required.

Click “Next” at the bottom right when you are done

Primary Contact Information:

Fill in all the fields on this page that have red asterisks.

Email address:

You cannot use an email address that someone else is already registered with (i.e. contractors must have their own individual email address and cannot use the general company address)

All future correspondence regarding your access will go to this email address so please make sure it is correct!

If you are new, you will have to type the email address twice to confirm that it is correct

Phone number

Please enter the type of phone (i.e. mobile, landline, etc.) as well as the country code and the phone number

The phone device and country code fields are drop-down menus in alphabetical order The primary phone number* is a free-type field o *phone numbers must match the format for the country; you will get an error message if the phone number is not recognized as correct for that country

Primary Home Institution ***This is your Company Name*****

Do NOT check the box next to “Please check box if you are a member of the public or have no home institution or employer” unless you are coming onsite for an employment/job interview. Otherwise, you MUST have a home institution / employer in order to come onsite.

The Home Institution / employer list is a search field.

Click on the magnifying glass to the right to open the search box.

In the screen that pops up, you can type part of the institution name and hit enter. Then click on the correct institution in the results that appear. This will auto populate the address of the institution, if it is already in our database. If it is not, you may need to enter the address information for the institution.

If your home institution is not on the list, pick “Other” and type in the institution information.

This may slow the approval process down (it can add 2-4 weeks), since it will then need to go through an Agreements review process between Fermilab and the institution.

Click “Next” at the bottom right when you are done.

Acknowledgements

Click on the “here” link to open the policy

Read the policy and instructions, then click the box to the left of “I agree”

Click “Next” at the bottom right when you are done.

Click here to open the policy

Upload documents

Uploads need to be in a pdf/jpg/jpeg format. Do NOT upload a heic (apple/iphone) format, as we are unable to open these documents in our systems.

You must upload a valid (unexpired) government-issued photo ID o If you are a non-US citizen and are not a Legal permanent Resident, please upload your passport.

o If you are a non-US citizen and are a Legal Permanent Resident, you can upload your

LPR card or passport o If you are a US citizen, please upload a REAL ID (click on the link to see all REAL ID options) o Choose the ID type that best describes the ID you are uploading (i.e. a US state driver’s license would be a Government ID)

Click “Choose File,” then select the file from your computer.

Your file name and format will then show up to the right of the “Choose File” button and at the bottom of this section

If you are a non-US citizen, you will also need to upload your visa status documentation.

If you have an I-94 or LPR card, please upload that If you are on a short-term visa (ESTA or B-1) and do not have your I-94 yet, please upload your ESTA paperwork or B-1 visa, or a second copy of your passport

Click “Next” at the bottom right when you are done.

Summary Page:

This gives you a summary of your responses to all of the questions on the form. If you need to correct something, click the “Previous” button on the bottom left of the page to go back to the screen that needs correcting.

Additional relevant information: this is optional but if you have any other information that may be needed in order to process your request, you can put it here.

Click the box next to “I’m not a robot,” then click the “Submit” button.

You will get a pop-up that says your request has been submitted. Click “OK” to go to the submission screen. The submission screen will give you your RITM number, which means it was successful.

You can check the status of your request at any time by entering the RITM number in our Status Page.

Next Steps and estimated processing times (business days)

POC approval (1 day) FNAP and EC if applicable (2-4 weeks) o Foreign National Access Program (FNAP) review is done if you are a non-US citizen and/or were born outside of the US o Export Control (EC) review is done if you are a non-US citizen and/or were born outside of the US

FNAP Processing (2-4 days)* o *If you are traveling on a short-term visa (ESTA or B-1), this process will not be completed until you are in the US and have been issued an I-94 by Customs and Border Patrol

Informal Invitation Letter (immediately after FNAP processing), which contains:

o Fermi ID number o Dates of approved access o QR code to show at the security gate