date: October 4, 2002 to: Level I & II Managers from: Peter Paul, Director subject: Foreign Visits and Assignments (FV&A) As you may be aware, BNL has coordinated with DOE to develop a FV&A Program that will work for this Laboratory and yet meet the intent of the applicable DOE directives. Initially, we developed a pilot program to allow visits and assignments to commence prior to the paper work being completed. The proposal, developed in conjunction with the DOE Office of Foreign Visits and Assignments, Office of Science, Chicago Operations Office, and the Brookhaven Area Office, was in review when the Administration changed in Washington D.C. The new Administration has strongly expressed their non-concurrence with our pilot program. The last two inspections of BNL by the DOE Office of Counterintelligence resulted in unsatisfactory ratings in FV&A because of non-compliance with the DOE directives. As a result, I am directing that Brookhaven become compliant with DOE Notice 142.1 by November 30, 2002. I have also directed a rewrite of the Laboratory SPI 5-09 to reflect compliance with the directives. It will be available Tuesday, October 8 on the SBMS at https://sbms.bnl.gov/ld/ld12/ld12d251.htm. There may be some disruption of programs that result, because after that date foreign nationals will not be permitted on site until appropriate approval has been granted. I have formed a special group to work with the Guest Information System (GIS) Steering Committee to develop new features that will streamline the process for our foreign visitors and assignees. To minimize any disruption to laboratory programs, I ask all departments and user facility offices to notify their foreign guests and those who host foreign nationals of these new requirements. The following is effective immediately: * All foreign nationals must have an approved BNL-473 PRIOR TO ARRIVAL AT BNL. Guests and visitors who do not have these approvals in advance of their arrival will not be given access onto BNL property. o Sensitive Country Foreign Nationals must have approved indices checks and an approved specific security plan before admittance to BNL. Information on specific security plans is in SPI 5-09 and a formatted specific plan is included in the SPI as an attachment. For access by guests from countries designated by the US State Department as state sponsors of terrorism, contact the FV&A office, extension 2355, for assistance. A list of sensitive countries and state sponsors of terrorism countries are identified in SPI 5-09. o Non-sensitive-country Foreign Nationals must have local approval before admittance to BNL. o This includes all short-term (< 3-day visits) and long-term guests and visitors. * Trades subcontractors, vendors, and open-to-the public events (such as seminars) are currently exempt from this order. Procedures for approving an event as "open-to-the- public" are provided in SPI 5-09. * Relatives accompanying a guest/visitor must be included on the BNL-473. * All guests and visitors to BNL must pre-register through the GIS and check-in on the first day of their visit to BNL. No paper 473s will be accepted. Check-in hours are 0830 to 1600, Monday through Friday, excluding holidays. * All guests and visitors to BNL must check-in at the following locations, as applicable: o All users of RHIC, AGS, Tandem, ATF, and BAF facilities must check-in at the RHIC & AGS Users' Center, Building 355A, each time they visit BNL. o All users of the NSLS must check-in at the NSLS User Administration Office, Building 725, each time they visit. o Guests and visitors to all other BNL organizations must check-in at Human Resources, Building 185, each time they visit. These three check-in offices are the only offices that can approve BNL ID card requests for foreign nationals. The offices listed above are responsible for ensuring the items listed below. o All passport, visa, and immigration documents are in order (e.g., the individual has legal status to be in the United States). o All passport, visa, and immigration information is entered into PeopleSoft. o All BNL-473 documents are current. * The hosting organizations will be required to prepare specific security plans for each sensitive country foreign national in conjunction with 473 requests. * The hosting organizations will be required to process host reports for their foreign nationals within 15 days of a foreign national's departure from Brookhaven. We have been taking actions to improve the 473 approval processing time within BNL and to automate the system utilizing modern technology as much as possible. The following programming efforts are underway to minimize efforts required to comply with this order. Further details on each of these projects will be provided at a later date. * Badge scanning system at the front gate. * Specific security plans for sensitive country foreign nationals using PeopleSoft and the GIS electronic routing system. * Host reports using PeopleSoft and the GIS electronic routing system. * An automated guest extension process if a person has a record in PeopleSoft. * An automated check-in/check-out process. This system will require all guests and visitors to the Laboratory to notify the Laboratory of their arrival and projected departure by using a web page application. * Automated e-mail notifications informing individuals what they need to do prior to and upon arrival at Brookhaven. These messages will also instruct foreign nationals on what INS documentation they need to bring with them to Brookhaven. If a short notice visit or assignment for a foreign national is absolutely necessary prior to completion of the approval process, contact the FV&A office to arrange for expedited processing for reviews and approvals. The DOE directives for FV&A are DOE P 142.1 and DOE N 142.1 available on the Web at http://www.directives.doe.gov/.