PWS_Attachment 4_Personnel Access Control.pdf

PERSONNEL ACCESS CONTROL

1. GENERAL. DLA Defense Distribution Depot San Joaquin is designated as a closed base. In order to promote security and safety, all personnel must adhere to installation entry requirements, to include, identity proofing and vetting. Identify proofing will include NCIC, CLETS, or DBIDS.

2. ACCESS REQUIREMENTS.

a. Access control is designed to restrict and control entrance onto the installation to authorized personnel only. Persons authorized access shall be either escorted or unescorted per Directive-Type Memorandum (DTM) 09-012, “Interim Policy Guidance for DoD Physical Access Control”.

b. Access control is designed to restrict and control entrance onto the installation to authorized personnel only. Persons authorized access shall be either escorted or unescorted per Directive-Type Memorandum (DTM) 09-012, “Interim Policy Guidance for DoD Physical Access Control”. All personnel requesting access to a DLA Defense Distribution Depot San Joaquin must have a valid purpose to enter, have their identity proofed and vetted, and be issued or in possession of, an authorized and valid access credential.

c. Personnel that are facing adverse administrative action to include termination; or is in any status other than a full duty status, will be escorted by Police Services to and from all relevant business while on the installation. All personnel who have been removed from federal service but have a legitimate business reason to enter the installation will be escorted by Police Services without exception. This policy affects all former DoD employees, contractors, and tenant activities equally without regard to any other authorized DoD identification they may lawfully possess.

d. This policy supports the agencies administrative disciplinary process with respect to adverse actions/terminations or egregious misconduct or other egregious incidents not covered by the administrative disciplinary process. This policy is not a "barment to entry" to any category of affected personnel but is designed to enhance the safety and security of DLA Distribution San Joaquin.

3. VETTING CRITERIA.

a. Vetting for visitors requiring entry to DLA Defense Distribution Depot San Joaquin will be conducted at Pass & ID by a Site Security Manager (SSM) IAW the DBIDS standard operating procedures.

b. Visitors requiring entry between 1530-0700 hours will report to the Truck Gate to obtain sponsorship and issuance of a visitor credential. The police officer will act as the Verifying

Official (VO) in the absence of a SSM. Sponsors will be required to contact Pass & ID a minimum of 24 hours prior to arrival to sponsor any visitors.

c. Individuals whose criminal background meets any of the following eighteen (18) disqualifying criteria shall not be allowed access to the installation:

1. The individual is known to be or reasonably suspected of being a terrorist or belongs to an organization with known terrorism links/support.

2. The installation is unable to verify the individual's claimed identity, citizenship, immigration status, or Social Security Number (SSN).

3. There is a reasonable basis to believe the individual has submitted fraudulent information concerning his or her identity.

4. There is a reasonable basis to believe the individual will attempt to gain unauthorized access to classified documents, information protected by the Privacy Act, information that is proprietary in nature, or other sensitive or protected information.

5. There is a reasonable basis to believe the individual will unlawfully or inappropriately use an access credential outside the workplace.

6. There is a reasonable basis to believe based on an individual's criminal or dishonest history, that issuance of an access credential poses an unacceptable risk to the installation/mission.

7. The individual has been charged, titled or convicted for espionage, sabotage, treason, terrorism, or murder.

8. The individual has been charged, titled or convicted of a firearms or explosive violation within the past ten years.

9. The individual has been charged, titled or convicted of sexual assault, armed robbery, rape, child molestation, child pornography, trafficking in humans, drug possession with intent to sell or drug distribution.

10. There is a reasonable basis to believe, based on the individual's material, intentional false statement, deception, or fraud in connection with Federal or contract employment, that issuance of an access credential poses an unacceptable risk to the installation/mission.

11. There is a reasonable basis to believe, based on the nature or duration of the individual's alcohol abuse without evidence of substantial rehabilitation, that issuance of an access credential poses an unacceptable risk to the installation/mission.

12. There is a reasonable basis to believe, based on the nature or duration of the individual's illegal use of narcotics, drugs, or other controlled substances without evidence of substantial rehabilitation, that issuance of an access credential poses an unacceptable risk to the installation/mission.

13. The individual has been charged, titled, or convicted of illegal possession or use of drugs/narcotics within five (5) years from the date access to DLA Distribution Depot San Joaquin is requested.

14. The individual is charged, titled, or has been convicted of an offense involving drug trafficking, possession with intent to sell or drug distribution within 10 years from the date access to DLA Defense Distribution Depot San Joaquin is requested.

15. The individual has knowingly and willfully engaged in acts or activities designed to overthrow the U.S. Government by force.

16. The individual’s name appears on any Federal or State agency’s watch list or hit list for criminal behavior or terrorist activity (follow originating agency’s handling instructions).

17. The individual has been charged, titled, or convicted of a felony involving violence against a person; arson, robbery or burglary within five (5) years from the date access to DLA Defense Distribution Depot San Joaquin is requested.

18. The individual is on probation for any felony.

d. Adjudication is performed on a case-by-case basis for the following instances in which an access denial may be warranted:

1. The individual has been barred from entry/access to another DoD installation or

Federal facility.

2. The individual is wanted by Federal or civil law enforcement authorities, regardless of offense or violation.

3. The individual has been incarcerated within the past ten years, regardless of offense/violation, unless released on proof of innocence.

4. The individual is an active gang member or is promoting any gang affiliation.

5. Ensure unfavorable results received from authoritative databases are only provided to personnel authorized according to the respective state law enforcement requirements.

6. Provide favorable results to visitor control personnel who will in-turn issue the appropriate access credential/ pass.

7. If there is any discrepancy or doubt regarding the granting of installation access, consult the Police Chief for further guidance and resolution.

8. Individuals adjudicated and cleared against the disqualifying criteria are considered cleared for installation access for a 179-day period. Thereafter, a renewal is required.

Police Services will perform random samplings of NCIC wants/warrants and CLETS driver license history checks of individuals already cleared.

9. The Chief of Police may authorize escorted entry to the installation based on the circumstance and the needs of the mission.

10. The Installation Commander, or his representative, reserves the right to deny access to the installation.

4. DLA EMPLOYEES

a. All DLA employees requiring reoccurring and unescorted access onto the installation must:

1. Present their CAC to Police Officers upon entry to the Installation for validation in the DBIDS system.

2. Visibly show their CAC on their person while on the installation.

3. On request, present their CAC or accepted DoD identification.

4. Turn in access credentials to Pass & ID when the credential expires or when the basis for obtaining the credential no longer exists. Upon receipt, the credential will be destroyed or returned to the Defense Manpower Data Center.

b. It is the responsibility of the area receiving guests to the installation to announce their arrival using the visitor database and be present on their arrival.

5. DOD MILITARY PERSONNEL.

a. All DoD Military requiring reoccurring and unescorted access onto the installation must:

1. Present their CAC to Police Officers upon entry to the Installation for verification in the DBIDS system.

2. On request, present their CAC or accepted DoD identification to security personnel.

Refusal may be grounds for further administrative or punitive action.

6. RETIRED PERSONNEL AND DOD MILITARY DEPENDANTS.

a. DoD or military affiliated infant and minor family members possessing a valid dependent ID card, DD Form 1173, U.S. Uniformed Services Identification and Privilege Card or DD Form 1173-1, DOD Guard and Reserve Family Identification Card, are authorized to act as a sponsor for their parent or legal guardian. This is only authorized when the parent or guardian has custody of the child. The sponsorship age requirement (18 years of age) is waived for Defense Enrollment Eligibility Reporting System (DEERS) qualified minor children acting as a sponsor for their non-qualifying parent or guardian. If deemed necessary, Pass & ID personnel will verify proof of parenthood or guardianship. Proof of parenthood or guardianship is established with any of the following documents: birth certificate, power of attorney, or court document.

b. Visitors who possess a Military Dependent, DoD Retired, or DLA Retired Identification card are allowed access to the installation to utilize the following Morale Welfare and Recreation (MWR) resources:

(1) MWR ticket office during normal working hours from 0900-1600.

(2) The base gym located in building 103 during normal working hours 0500-1900.

(3) RV parking can be utilized at any time the installation is open.

c. If the visitor is driven or accompanied by an individual or individuals not in possession of a DoD or military identification card, the driver will act as a sponsor for the passenger(s) and be vetted. All passengers will obtain a visitor pass from Pass & ID.

d. DLA retired personnel seeking human resources customer services in building 100 will be accommodated by appointment only. Appointments will be validated by use of the visitor database.

e. Any retired person that is in violation of the above guidance and found in DLA Defense Distribution San Joaquin warehouses or other mission critical areas will be escorted off the installation with possible further administrative action to follow.

7. DOD CONTRACTORS

a. All DoD Contractors requiring reoccurring and unescorted access onto the installation must:

1. Visibly show their CAC on their person while on the installation.

2. On request, present their CAC to security personnel. Refusal may be grounds administrative action.

8. VISITOR SPONSORSHIP.

a. All visitors to DLA Defense Distribution Depot San Joaquin will be sponsored and vetted before access is granted by a Verifying Official (VO). It is the responsibility of the sponsor to remain with their visitor at all times while the visitor is on the installation. The sponsor will be responsible for the behavior and actions of their visitors while on the installation.

b. Authorized Sponsors will be required to provide one of the following valid forms of identification:

1. Employees in possession of a DoD CAC.

2. DoD Contractors in possession of a DoD Contractor CAC.

3. Military Retirees are only authorized to sponsor personnel onto the Installation for

MWR functions.

4. Sponsors are authorized a maximum of (6) guests at a time.

c. The Installation Commander can authorize additional guests based on a case by case basis.

d. The following immigration and naturalization service documents are authorized as proof of identity:

1. Current foreign passport containing current customs stamp.

2. Nonimmigrant Visa (NIV) (issued by the Department of State at US Embassies and

Consulates abroad for travel to the US - usually short term visits or longer term work or study generally for use with student and exchange students, who would have to apply for employment authorization).

3. Permanent Resident Alien Card Form I-551 (issued by US Department of Justice or

Immigration and Naturalization Service); authorized to establish bearer’s identify and eligibility to work in the US.

4. Alien Registration Receipt Card – Form I-551(issued by US Department of Justice or

Immigration and Naturalization Service); authorized to establish bearer’s identify and

5. Employment Authorization Card – Form I-688, Form I-688B and Form I-766 (issued by US Department of Justice or Immigration and US Department of Homeland Security); authorized to establish bearer’s identify and eligibility to work in the US.

6. Temporary Resident ID Card - Form I-688 (issued by US Department of Justice or Immigration and Naturalization Service) authorized to establish bearer’s identify and

e. Authorized sponsors are personnel whose DoD or military affiliated status can be verified via the Visitor Notification Database located on the Installation Intranet site. Sponsors may sponsor their guests by either:

1. Physically accompanying their guest at the Pass & ID office or the Commercial Truck Gatehouse.

2. Inputting the required information into the visitor database.

3. All visitor passes (1-30 days) will be issued at the Pass & ID for the time requested by the sponsor. The pass will not exceed 30 days and will be issued for a period commensurate with the visitor’s purpose for entering DLA Defense Distribution Depot San Joaquin. If a pass is required for a longer period of time, the sponsor must identify the requirement in the visitor database and a new badge will be generated.

9. TRUSTED TRAVELER PROGRAM (TTP).

a. The DLA Defense Distribution Depot San Joaquin will not normally utilize the TTP IAW DLA memo dated July 23, 2013.

b. The DLA Defense Distribution Depot San Joaquin Installation Commander has the right to invoke the TTP on a case by case basis.

c. TTP procedure allows a uniformed service member or Government employee with a valid CAC, a military retiree with a valid DoD identification credential, or an adult dependent with a valid DoD identification credential to present their identification token for verification while simultaneously vouching for any vehicle occupants. The number of personnel a Trusted Traveler is allowed to vouch for and/or sponsor at any one time will be based on the total number of non-DOD personnel in a personally owned vehicle IAW DTM 09-012 Interim Guidance for DoD Physical Access Control (reference (m)).

d. Vehicle occupants who are 18 years of age or older must have in their possession and present a valid CAC or dependent ID card.

e. The TTP is not authorized for military dependents (except for spouses), contractors, volunteers, DoD civilian spouses (not possessing a military dependent ID card), or Family Care providers.

f. The TTP only applies to installation access and does not authorize vehicle occupants to enter any controlled or restricted areas, or other areas as designated by the Commander without first meeting the security requirements and procedures of those areas.

g. Trusted Travelers cannot vouch for persons with foreign passports or identification cards who instead shall be processed as a visitor per local procedures.

h. Trusted Travelers are entirely responsible for the actions of all occupants in their vehicle and for meeting all local security requirements for escorting as established by DLA and the local Installation Commander.

i. TTP will be suspended at FPCON Charlie and Delta.

10. NON-DOD PERSONNEL.

a. The primary contractor will be responsible for the conduct of all employees working under that contract and will report any security or safety concerns to the Contract Office Representative (COR). Additionally, the primary contractor will:

1. Coordinate base entry requirements with the COR.

2. Advise their employees the installation pass is only valid for the person for which it was issued. Use of the base pass for any other purpose or by any other person will result in the pass being confiscated. Employees that misuse their pass may be subject to barment actions.

3. If a pass is lost, the project manager must notify the COR immediately and another pass will be issued in coordination with Pass & ID.

4. If a pass has expired and is under 180 days, the project manager must notify the COR immediately and another pass will be issued in coordination with Pass & ID. If the pass is over 180 days, the individual will be re-vetted and issued an extension.

b. The Project Manager or lead contractor will ensure all employees under the contract possess proper credentials allowing them to work in the United States and ensure illegal aliens are not employed and/or transported onto the installation. Identification required for identity proofing will include:

1. State issued Driver’s License or Identification Card.

2. United States Passport.

3. Permanent Registration Card/Alien Registration Receipt Card (Form I-1551) as appropriate.

4. Foreign Passport with a temporary (I-1551) stamp or temporary (I-1551) printed notation on a machine readable immigrant visa as appropriate.

5. Employment authorization document that contains a photograph (Form I-766) as appropriate.

c. Sub-Contractors will have the same access control requirements as primary contractors.

d. The Contract Office Representative (COR) will be responsible for ensuring all sub-contractors identified by the Primary Contractor are submitted to Pass & ID a minimum of 3 working days prior to arrival for proper vetting.

e. Standard Operating Procedure #50-002 Physical Access Control Procedures further outlines in greater detail the day to day operational expectations for contractors requesting access to the Installation.

f. Vendors will be added to the vendor database managed by Pass & ID personnel.

g. A daily updated copy of the vendor list will be furnished to Police Services for the ACP personnel.

h. Vendors will be granted interim access not to exceed one year.

i. Pass & ID personnel will initiate vetting procedures on vendors semi-annually and at random intervals to ensure security requirements are met to access the installation.

j. Foreign Visitors

k. All requests for foreign nationals to access DLA Defense Distribution Depot San Joaquin will be forwarded to the DLA Headquarters Public Affairs Officer (PAO). In order to eliminate the confusion of processing foreign nationals onto the installation, the following guidance is being provided.

l. Government to Government visits: These visits are processed through each country’s embassy and forwarded through the Foreign Disclosure computer processing system at each major command. DLA Headquarters PAO processes these requests with unit commanders.

Protocol will provide a list of approved visitors to the Installation Commander. If a Foreign National military member, they must be on international travel orders (ITOs) with a valid foreign national military credential or be on a list approved by Protocol.

m. Once all data has been collected by the PAO, it will be forwarded to DLA Headquarters, who will involve the INS for a background check. DLA Headquarters is the final approving authority for all foreign nationals to enter the base. Allow two weeks for processing. Under no circumstances will a foreign national be allowed access to the base without prior approval.

n. Under no circumstances will foreign nationals from countries listed on the National

Security Threat List (NSTL) be allowed access to the base. The NSTL countries include China, North Korea, Cuba, Serbia, Iran, Iraq, Sudan, Libya and Syria.

o. Sponsors are responsible for the actions of all occupants for whom they vouch and for meeting all security requirements for escort to DLA Defense Distribution Depot San Joaquin.

Violations will be reported to Security.

p. Process Servers

q. The process server will not be granted access to the installation, but the individual being served can meet the process server at the gate.

r. Police Services will not offer any assistance in the issuance of papers at any time.

s. Notifications IAW the Emergency Services Notification Matrix will be conducted anytime a request of execution of a warrant is on the DLA Defense Distribution Depot San Joaquin.

t. Authorized federal, local law enforcement personnel, American Medical Response

(AMR) and/or other coordinating response agencies must be preannounced during an incident or increased FPCON to allow immediate access. Contingencies for access will be dependent on the following:

1. Emergency Response Personnel that have not been preannounced will show their credentials at the gate for access to the installation.

2. If the responding agency does not have his/her credentials, Police Services will call the Emergency Dispatch Center to validate their access.

3. If federal investigative personnel have passengers who are protected witnesses or have protected identity, the authorized investigator will vouch for the passengers.

Otherwise, all passengers will show a form of government identification. Temporary access identification is not required if escorted by federal and local law enforcement personnel.

4. If the visit is a routine visit (inter-agency coordination, training, etc.), personnel will be allowed access by presenting their official first responder credential (police, fire or medical credential).

5. If it is an emergency response, Police Services must be notified of the emergency and what agencies are responding by Dispatch Services. Access will be allowed without delay based on the preannounced response.

6. DLA Defense Distribution Depot San Joaquin will accept all DoD-issued credentials for holders of identification as identified in the DTM 9-012, “Interim Policy Guidance for DoD Physical Access Control” except locally produced credentials from other DoD agencies.

u. Media

(1) During special events, crises, or where a large or unknown turnout of media is approved and anticipated, Public Affairs Office personnel and Security Services personnel will coordinate and develop specific procedures to allow media access to the event, while maintaining security controls appropriate to Force Protections conditions. In preparation for such events, Public Affairs Office will retain dashboard/windshield passes that clearly display the word “PRESS” and one windshield/dashboard display that reads “PAO” to aid in escorting groups of cars onto the installation. The Public Affairs Office will collect “PRESS” passes prior to the media leaving the installation.

11. INCREASED FORCE PROTECTION CONDITION (FPCON).

a. During FPCON Normal, Alpha and Bravo; personnel that fail to present their properly issued installation access credential (lost, left at home, left in office computer) must be sponsored onto the installation by their supervisory chain of command which will be completed and verified by a SSM or VO,

b. During FPCON Charlie and Delta the base will curtail non-essential operations/functions and non-essential employees will be suspended at the direction of the Installation Commander.

c. All employees that are approved for access to the Installation thereafter will be physically escorted unless FPCON Mission-Essential designation has been approved in advance.

d. Requirements for each FPCON are identified in the DLA Defense Distribution Depot San Joaquin AT Plan.

12. PHOTOGRAPHY.

a. IAW 18 USC Sec. 795 (Photographing and Sketching Defense Installations), it is unlawful to make any photographs, sketches, pictures, drawings, maps, or geographical representations of areas designated as classified or restricted without first obtaining permission of the Installation Commander. Whoever violates this section shall be fined under this title or imprisoned not more than one year, or both.

b. Additionally, use of photographic and recording equipment by all personnel, including but not limited to DoD civilians, military members, family members, visitors, and contractors at non-sensitive areas/social events is prohibited unless the person has a camera pass approved by the Installation Commander or his designated representative.

c. Any media device that has the capability to take pictures is prohibited in controlled and restricted areas. Some locations provide storage lockers to store personal cell phones or other recording devices while in the area. For those areas that do not, personnel entering the area will be expected to store their personal devices outside the area.

d. Personnel found to be in violation of this policy will be subject to administrative and potentially criminal action. Violations will be reported to Police Services and an investigation will be implemented to determine any potential violations of the 18 USC Sec. 795 (Photographing and Sketching Defense Installations). The device will be confiscated until the conclusion of the investigation by the Office of the Inspector General.

e. Members of civilian or DoD media are prohibited from bringing photographic/recording equipment onto DLA Defense Distribution Depot San Joaquin unless prior authorization is granted by DLA HQ PAO, the DLA Defense Distribution Depot San Joaquin PAO, or Security Management Branch. Members of the media must be accompanied by a DLA PAO representative during photo or video shoots. Additionally, the local Chief of Security and Emergency Services shall be notified in advance of any media events to ensure guidance is provided concerning classified or restricted areas.

f. When members of the media make unannounced visits to a DLA installation or facility, they will not be allowed access without escort by DLA PAO.

13. CAMERA PASSES.

a. Camera passes will be authorized by the Security Management Branch representative at 2x4351 for all employees, visitors and contractors. Requests by the sponsoring activity will be made two working days in advance to the arrival of the party requesting authorization.

Photographs will only be taken by person(s) in the area(s) noted on the camera pass. The camera passes are available at the Pass and I.D. Office, Warehouse 29A, Tracy. For the purposes of this instruction, video recorders are considered to be cameras. Members of the media (properly escorted by a Command Affairs representative) and members of Federal, State, or local law enforcement (when investigating a case) are exempt from this requirement.

b. Any request to take pictures in controlled or restricted areas will be strictly monitored by a member of DLA Installation Support San Joaquin Security Management Branch or the PAO.

Special considerations must be made in regards to proper INFOSEC in the area to include insuring shipping label, nomenclature, CIIC codes, or any other pertinent information on classified stock is not compromised. It is the responsibility of the designated representative to ensure there is no compromise. At no time will any person be permitted to take pictures in any controlled or restricted area without the written consent of the Security Management Branch.

c. DLA Installation Support Police Services Standard Operating Procedure 30-007 Access Control Procedures further outlines in greater detail the day to day operational expectations for personnel requesting access to the Installation.

b. Additionally, use of photographic and recording equipment by all personnel, including but not limited to DoD civilians, military members, family members, visitors, and contractors at non-sensitive areas/social events is prohibited unless the person...