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Online Visitor Pass Request System

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					                    Online Visitor Pass Request System
                    Instruction Manual (v2, 8/30/08)


LOG-IN SCREEN (LDAP Username/Password Required)
   Log-in using your LDAP User Name and Password.




SUBMITTING VISITOR PASS REQUESTS: 2 METHODS

Electronic Parking Permit / Bus Pass Process
    Complete the Visitor Pass Request and click on the “Submit” button. This will allow your guests to print their
    parking permit or bus pass in advance as well as screen for citizenship and/or birth country prior to arrival.
Bypass Electronic Permit Process
   If your guest does NOT have access to email AND/OR a printer, click on the “Bypass Electronic Permit”
   box. Your guest will still be listed on the Daily Gate Access List and will need to stop at the gate and:

    1. Provide a valid photo ID,
    2. Self-declare citizenship and/or birth country (if non-U.S. citizen), and
    3. Obtain a handwritten parking permit.

    NOTE: The bypass process will not screen for citizenship and/or birth country in advance so your guest will
    be asked for that information upon arrival at the Lab. As of July 21, 2008, short-term (casual) visitors from
    terrorist-sponsoring countries (T-5 countries: Cuba, Iran, North Korea, Sudan, Syria) will be allowed on site
    without DOE Secretarial approval, provided they have a host and a business need. This exception does not
    apply to any T-5 foreign nationals who perform work or conduct research at the Lab for any length of time.
    T-5 short-term visitors may not be granted access to any of the Lab’s Property Protection Areas (PPA).




    When you click on the “Submit” button, you will receive the following message. If you have no other
    requests, click on the “Logout” button.




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ELECTRONIC PARKING PERMITS / BUS PASSES (NEW)

   Once you enter your guest’s visit information and click “Submit,” the following screen will appear. Enter all
   your guests’ email addresses and designate whether you want to provide a bus pass or parking permit. If
   you are requesting a parking permit, click on the appropriate selection in the drop-down menu.

   The Optional Box is provided for additional information, instructions, or directions to your location, etc., and
   will be included in the email sent to your guests (see next page).




   Once you enter all your guests’ email addresses, click on the “Email passes to Guests” button.

   If you would like to revise your original Visitor Pass Request, click the “Go back” button.

   Once you click on “Email passes to Guests,” you will receive the following confirmation message as well as
   an email confirmation. A Tracking Number will also be assigned for follow-up inquiries.




                                                                                                                   3
Your guests will receive the following email message with the appropriate Host and Requester names and
email addresses displayed automatically.




                                                                                            EX. 1




   o   If you entered information in the “Optional Box,” it will be reproduced in the second paragraph
       (Example 1).

   o   If you did not enter any additional information, nothing will appear in that section (Example 2).




                                                                                            EX. 2




                                                                                                           4
Pre-Screening Process
    US Citizen: When your guests click on the “Visitor Pass Request System” link included in the email, they
    will be asked whether they are US citizens. If yes, they click on the “Next” button, which directs them to the
    electronic parking permit or bus pass.




                                                                                                 For Security
                                                                                                 Reasons: The
                                                                                                 Guest is issued a
                                                                                                 one-time
                                                                                                 password to
                                                                                                 print the permit
                                                                                                 or bus pass

    Non-US Citizen, NOT T-5 Foreign National: If your guests are not US citizens and also not citizens of the
    5 terrorist-sponsoring countries listed, they will click on the “Next” button, which will direct them to the
    electronic parking permit or bus pass.




    T-5 Foreign National: If your guests are from a T-5 country, they will click on the “Next” button, which will
    direct them to the electronic parking permit or bus pass.

    NOTE: As of July 21, 2008, short-term (casual) visitors from terrorist-sponsoring countries (T-5 countries:
    Cuba, Iran, North Korea, Sudan, Syria) will be allowed on site without DOE Secretarial approval, provided
    they have a host and a business need. This exception does not apply to any T-5 foreign nationals who
    perform work or conduct research at the Lab for any length of time. Hosts should be aware that T-5 short-
    term visitors may not be granted access to any of the Lab’s Property Protection Areas (PPA).




                                                                                                                    5
  T-5 Automatic Notification: The following email is sent to Site Access and the Foreign Visits &
  Assignments Office when the guest is from one of the terrorist-sponsoring countries. The guest will be
  granted access, but the host may be contacted for follow-up purposes.




TYPES OF PERMITS OR BUS PASS

  Each parking permit will be printed in duplicate (side-by-side): One half will be retained by the security
  officer, and the other will be displayed on the guest’s dashboard. Bus passes are NOT printed in duplicate.

  NOTE: Guests are instructed to print out their parking permit in LANDSCAPE ORIENTATION because the
  permits are easier to read and easier for the security officers to tear in half. However, if your guest prints
  the permit in Portrait Orientation, the permit will still be valid.

  General Permits: Since these guests do not require a parking space assignment, they just need to show
  the permit to the security officer at the gate and provide a valid photo ID.




                                                                                                               6
Blue Triangle Permits: Since these guests do not require a parking space assignment, they just need to
show this to the security officer at the gate and provide a valid photo ID.




Bus Passes: These bus passes constitute the standard pass. Bus Pass requests on division letterhead
will still be honored, but we strongly recommend the use of this online system for your guest’s
convenience.




Reserve Permits: These guests will need to stop at the gate kiosk to obtain a parking space assignment.
They should present this to the security officer and show a valid photo ID.




                                                                                                          7
Barricade Permits: These guests will need to stop at the gate kiosk to obtain a parking space assignment.
They should present this to the security officer and show a valid photo ID.




Drop-off Only Permits: These visitors do not have parking privileges and are only allowed to drop-off
guests.




Pick-up Only Permits: These visitors do not have parking privileges and are only allowed to pick-up
guests.




                                                                                                        8
Passenger Permits: Each passenger will require a permit, which is evidence of pre-screening for citizenship
and/or birth country.




EMAIL VERIFICATION / PRINTING PROBLEMS / FORGOTTEN PERMITS

Host/Requester Email Verification: When guest clicks on permit printing link
   When your guest clicks on the link to print the parking permit/bus pass, the host and requester will receive
   the following email confirmation.

    NOTE: This does not guarantee that your guests have successfully printed their parking permit or bus pass.
    If they have printing problems, they may contact the host to submit another Visitor Pass Request. The
    guest’s name will still appear on the Daily Gate Access List, and they will be provided with a handwritten
    permit when they arrive.




                                                                                                                  9
One-time Password
   If your guest is not able to print either the parking permit or bus pass and tries to click on the “Visitor Pass
   Request System” link again, your guest will receive the following message (see below). The guest will be
   instructed to request another Visitor Pass from the host/requester.

    NOTE: Your guest’s name will still appear on the Daily Gate Access List, and they will be provided with a
    handwritten permit when they arrive.




Guests Who Forget Their Permit
• If your guests are not able to print their permit or forget to bring it, their names will still appear on the Daily
   Gate Access List, and they will be provided with a handwritten permit when they arrive.


MEETING/CONFERENCE NOTIFICATION PROCESS

Meeting/Conference Notification (10 or more guests)
   If you click the button on the Visitor Pass Request for 10 or more guests, the following screen will ask you
   for additional information about your meeting or conference. You’ll also be asked to submit a separate
   alphabetized list (Excel spreadsheet) of all meeting/conference participants, including the name, citizenship,
   and birth country (for non-U.S. citizens). Once you enter your information, click on the “Submit” button.




                                                                                                                      10
The next screen will acknowledge that your Meeting/Conference Notification Form has been sent to Site
Access.




You will also receive a confirmation email including the above information.




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