Policy for Visitors in the Workplace at CDC
Category:
General Administration
Policy #: CDC-GA-2002-06
Date of Issue: 05/23/2002, Updated 02/26/2006
Proponents: Office of Health and Safety, Office of the Director; and Office
of Security and Emergency Preparedness
- PURPOSE AND SCOPE
- ABBREVIATIONS, ACRONYMS, AND DEFINITIONS
- POLICY
- PROCEDURES
- RESPONSIBILITIES
- COMPLIANCE
- REFERENCES
Appendix
ACCESS REQUEST FORMS
A. Non-U.S. Citizen
B. U.S. Citizen
I. PURPOSE AND SCOPE
This document establishes policy and procedures for hosting, escorting, and allowing visitors access to the Centers for Disease Control and Prevention (CDC)[1] owned and leased facilities. These procedures are designed to protect government property; protect CDC’s work from unintentional contamination; restrict access to certain areas and materials; protect sensitive information; and to ensure the health, safety, and security of employees, contractors, and visitors to CDC facilities. This policy applies to all CDC employees, contractors, and visitors at all facilities and sites, both owned and leased.
II. ABBREVIATIONS, ACRONYMS, AND DEFINITIONS
A. For the purposes of this policy, the following abbreviations and acronyms apply:
1. CC/CO – coordinating centers/coordinating offices
2. FTE – full-time equivalent employee
3. HHS – Department of Health and Human Services
4. ID – identification
5. NC[2] – national center
6. OSEP – Office of Security and Emergency Preparedness
7. RO – responsible official
B. For the purposes of this policy, the following definitions apply:
1. Accountable scientist – Select agent supervisor or principal investigator who is responsible for select agent material control, accountability, and material transfer.
2. Children – Persons under the age of 16.
3. Contractors – Individuals and entities, including their employees and subcontractors, providing services pursuant to a contract with CDC.
4. Designated country – Country deemed sensitive for national security reasons; inclusion on the list is subject to change. OSEP and the HHS Security Office maintain the current list of designated countries.
5. Employees – Person
employed by CDC (either civil service;
6. Escort – CDC FTE who assumes responsibility for a visitor to CDC facilities and who accompanies the visitor, maintaining visual and verbal contact at all times, in all non-escort free areas or areas to which the visitor is not permitted independent access. For escort ratios, please see Table 6 in Section V. Responsibilities of this policy.
7. Escort free area – Area requiring no escort (e.g., the Roybal Campus’ Building 19 Visitors Center, the Building 21 Café, or any other similar area officially designated as such by OSEP or—at the field sites—the local security office or representative).
8. Facility – CDC campus or building, owned or leased.
9. Foreign
national – Person who is not a
10. High risk restricted area – Area where high risk hazards are present, including: select agent area, laboratory area (as defined below), animal facility, cage cleaning and storage area, engineering shop, power plant, electrical/mechanical equipment room, loading dock, shipment receiving area, vehicle maintenance area, grounds equipment storage area, construction area, incinerator area, underground pipe chase way, tunnel, mine, rooftop, warehouse, materials storage area, or any other area deemed high risk by management in the Buildings and Facilities Office, the local facilities representative, management in the Office of Health and Safety or safety officer, and/or OSEP or the local security office or representative. (For select agents, a high risk restricted area is often called an “exclusion area.”)
- Select agent area – High risk restricted area containing select agents.
- Laboratory area – Laboratory, laboratory support, and/or storage areas, laboratory corridors, stairwells, offices within laboratories, equipment rooms (such as the freezer, autoclave, and radiation instrument rooms), and any other areas designated by management as being within a laboratory area.
11. Host – CDC FTE who invites a non-employee visitor to CDC facilities and typically serves as escort. Working visitors are usually invited to CDC by a host and sponsored/supervised by the host during their visit.
12. Need-to-know – Necessity for access to, or knowledge or possession of, specific official information required to carry out official duties. The final responsibility for determining whether a person has a need for access to specific official information lies with the person who has authorized possession, knowledge, or control of the information.
13. Responsible official – Person responsible for select agent matters at a CDC facility.
14. Restricted area – Any area not otherwise identified as an escort free area or high risk restricted area.
15. Safety officer – Office of Health and Safety or center or office staff person who is assigned center- or office-wide, division, field location, or other work unit responsibilities relating to health, safety, and environmental issues.
16. Select agent – Agent or toxin listed in 42 C.F.R. 73, 9 C.F.R. 121, or 7 C.F.R. 331 that has the potential to pose a severe threat to human, animal, or plant health or to animal products.
17. Unescorted access – Approved temporary access that does not require a visitor to be accompanied by an authorized CDC host or escort. OSEP may grant a visitor unescorted access if he or she provides evidence of a current, favorably adjudicated background investigation at or above the level required for unescorted access and he or she has a “need-to-know” as determined by the visitor’s host.
18. Visit access request – Request for visitor access made to OSEP via e-mail that must include certain information (as outlined in the appendices of this policy).
19. Visitor – Person who does not have card key or other officially authorized access to CDC facilities or a particular area of CDC facilities. (Employees and contractors may be treated in the same manner as visitors to CDC facilities where they do not normally work, or areas of facilities where they work, but for which they do not have authorized access.) A visitor must be accompanied by an authorized escort in all non-escort free areas or areas in which he or she is not permitted independent access.
a. Business visitor – Individual who will be on site for five or fewer cumulative days within a 90-day period and will conduct CDC-related business (i.e., meetings, conferences, interviews, training, etc).
b. Personal visitor – Individual who will require infrequent access to CDC facilities and who will not create undue hardship for CDC personnel if an escort is required such as a CDC credit union member or a spouse, child, or other relative of a CDC employee, contractor, or working visitor.
c. Working visitor – Individual who is not a CDC employee or contractor and needs access to (i) CDC facilities for more than five cumulative days within a 90-day period, (ii) CDC facilities for more than 30 cumulative days within one year, and/or (iii) select agent areas. Working visitor includes a guest researcher, visiting scientist, student, non-CDC employee fellow, or volunteer.
20. Visitor log – Log book containing visitor sign-in sheets located at strategic checkpoints throughout CDC facilities. All visitors, as defined above, must complete the information requested in the log book prior to being allowed access to designated areas.
III. POLICY
Visitors to CDC facilities (leased or owned) and their hosts must follow entrance requirements identified in this policy.[3] All visitors to CDC facilities must follow all applicable CDC policies and procedures during their visit. Additional visitor responsibilities are found in Section V.C., Responsibilities – All Visitors.
A. Laboratory areas – Each laboratory supervisor is responsible for the safety of visitors to his or her laboratory or work area, including determining that applicable training and immunization requirements have been met and that appropriate personal protective equipment is used in areas, where necessary. If applicable, proof of proper medical clearance must be submitted to the laboratory supervisor prior to a visit.
B. Children – The workplace is generally not designed for children. However, various exceptions for bringing children to CDC facilities are allowed or encouraged, such as “Bring Your Son or Daughter to Work Day” and educational programs and tours. For safety reasons, children (persons under 16 years of age) are not permitted to enter any laboratory area, animal holding area, engineering area, construction area, warehouse, or any other high risk restricted area. Special procedures for children are discussed at Section IV.A.5., Procedures – Children.
C. Educational programs and tours – Adults and children may participate in prearranged, pre-approved educational programs and tours of CDC facilities; however, children must be escorted by parents, chaperones, or other adult sponsors. Groups must be accompanied by a CDC employee for any part of the program or tour that occurs outside of designated escort free areas.
D. Foreign nationals and visitors who may have access to select agents – Special requirements apply to foreign nationals and any visitor who may have access to select agents.
a. Foreign
nationals – OSEP must review and approve access to all CDC facilities
by all foreign nationals—including
b. Visitors who may have access to select agents – Processing visitors for access to laboratories that work with select agents may require a security risk assessment.
IV. PROCEDURES
The procedure used to authorize visitors to CDC facilities varies according to the type of visitor, the work conducted at the facility, time of the visit, and requirements imposed for a particular area. It is important that agency staff and others follow the procedures of this policy before inviting anyone to visit CDC facilities and adhere to them during all visits. Field locations may impose additional procedures or site-specific requirements that are no less stringent than those outlined in this policy.
A. General requirements by visitor type
1. Personal visitors – Persons not conducting CDC-related business (e.g., CDC Federal Credit Union members or friends, spouses, children, or other relatives of CDC employees, contractors, or working visitors). Visits by personal visitors may last a full day, several hours, or a few minutes and are normally conducted only on business days, during the typical business hours of the CDC facility.
| Table 1: Summary of General Requirements for Personal Visitors | |
| Pre-Authorizations | For foreign nationals, pre-approval by OSEP and host’s supervisor is required; submit Access Request Form to OSEP a minimum of 10 business days in advance. Contact OSEP via e-mail at intervisitorrequests@cdc.gov or call 404-639-7650. For U.S. citizens pre-approval by OSEP and host’s supervisor is recommended in order to expedite entry; submit U.S. Citizen access request form to OSEP prior to the visit. Contact OSEP via e-mail at cdcsecurit@cdc.gov or call 404-639-7650. Sign-in at all visitor logs; provide driver’s license, passport, or other ID[4]. |
| Permitted Hours | Monday through Friday, 6:00 a.m. to 6:00 p.m., or as set by the field location. Weekend access will not be granted to personal visitors. |
| Escort Required Areas | All areas that are not designated as escort free areas; exceptions apply for children (see Section IV.A.5). |
| Type of Badge Issued | Visitor badge with no photo or card key access. |
2. Business visitors – Business visitors will be on site for five or fewer cumulative days within a 90-day period and will be conducting CDC-related business. Should it be determined that a business visitor needs access to select agent areas, the visitor must be reauthorized as a working visitor.
| Table 2: Summary of General Requirements for Business Visitors | |
| Pre-Authorizations | For foreign nationals, pre-approval by OSEP and host’s supervisor is required; submit Visit Access Request to OSEP a minimum of 10 business days in advance. Contact OSEP via e-mail at intervisitorrequests@cdc.gov or call 404-639-7650. For U.S. citizens pre-approval by OSEP and host’s supervisor is recommended in order to expedite entry; submit U.S. citizen request form to OSEP prior to the visit. Contact OSEP via e-mail at cdcsecurit@cdc.gov or call 404-639-7650. Sign-in at visitor log; provide driver’s license, passport, or other ID. |
| Permitted Hours | Monday through Friday, 6:00 a.m. to 6:00 p.m., or as set by the field location; outside of these hours with pre-approval. Weekend access will not be granted to business visitors. |
| Escort Required Areas | All areas that are not designated as escort free areas. |
| Type of Badge Issued | Visitor badge with photo at facilities that have photo capability, or visitor badge without photo at facilities that do not have photo capability, but no card key access. |
3. Working Visitors – Working visitors are not CDC employees but will need access to (a) CDC facilities for more than five cumulative days within a 90-day period, (b) CDC facilities for more than 30 cumulative days within one year, and/or (c) select agent areas.
| Table 3: Summary of General Requirements for Working Visitors | |
| Pre-Authorizations | For foreign nationals, pre-approval by OSEP and host’s supervisor is required; submit Visit Access Request to OSEP a minimum of 10 business days in advance, but may be submitted up to 90 calendar days in advance. Contact OSEP via e-mail at intervisitorrequests@cdc.gov or call 404-639-7650. For U.S. citizens, pre-approval by OSEP and the host’s supervisor is recommended in order to expedite entry. Submit U.S. citizen access request form to OSEP prior to the visit. Contact OSEP via e-mail at cdcsecurit@cdc.gov or call 404-639-7650. |
| Fingerprints are required before access may be granted.[5] In extraordinary circumstances—when fingerprints cannot be submitted prior to visit—access may be granted, upon the approval of OSEP, to give the visitor the opportunity to complete the requested paperwork and schedule a fingerprint appointment. If a fingerprint appointment is not scheduled before the visitor has accessed CDC facilities for more than five business days, further access will be denied. Exceptions must be approved by OSEP. | |
| Submit SF-85 to the OSEP Personnel Security Section if, and as soon as, it is anticipated that a working visitor will need routine unescorted access to working areas or if the working visitor will be on site more than 30 consecutive days (or more than 30 non-consecutive days within one year).[6] | |
| Sign-in at visitor log, unless a favorable adjudication of the appropriate background investigation is obtained from OSEP. | |
| Permitted Hours | If no escort required, any time as requested by host and as authorized by the local security office or representative. If escort required, coordinate with host. |
| Escort Required Areas | All areas that are not designated as escort free areas, unless routine unescorted access is granted. |
| Type of Badge Issued | Working visitor’s badge / photo and card key access. |
4. Personnel without electronic access authorization – CDC employees and contractors who visit other CDC campuses or areas of CDC facilities for which they do not have electronic access authorization may be subject to the same policies and procedures as visitors when seeking access to and requiring escort in these areas.
5. Children – Children may be allowed to visit CDC offices not associated with high risk restricted areas in special situations, such as an employee who experiences a problem with child care and when the child is not ill. In such cases, the employee, contractor, or working visitor who is the child’s parent or guardian must notify his or her immediate supervisor (or host) of the child’s presence and expected time in the workplace. Supervisors must concur with the amount of time requested for a child to be present; however, in no case may a child be present for a full work day. As necessary, leave should be granted to the employee so as to attend to the child at home rather than at the workplace.
Generally, children must follow the same procedures as other personal visitors. However, some special requirements must be followed. The employee, contractor, or working visitor who is the parent or guardian of the child is responsible for following these requirements:
a. All children must be signed in at the visitor log by a parent or guardian. Advanced notice to OSEP is not required for children.
b. Children under 12 years of age must be under direct supervision of the parent or guardian at all times.
c. Children 12 years of age or older may visit the restroom without an escort.
d. Children are prohibited from using agency telephones or operating office equipment.
6. Animals – Animals, except service animals (e.g., seeing eye dogs), shall not be brought to CDC facilities for other than official purposes. Attending service animals must be controlled at all times by persons whom they guide or assist. Attending service animals must wear a tag or sign at all times indicating that they are a service animal. Special restrictions may apply for certain areas, such as laboratories.
7. Non-CDC repair personnel – Such persons who require brief access to provide a repair service for CDC may be provided access without the normally required period of advance notice to OSEP. The host for these visitors must fulfill OSEP notification requirements (via the Access Request Form, or other procedures as identified in this policy) and provide the anticipated arrival time to OSEP as soon as the visit is arranged.
8. Non-CDC couriers – Such persons must either leave packages in an area where they do not require an escort; leave deliveries with a guard; have authorized access; or be escorted.
B. Requirements for access to high risk restricted areas without select agents
1. General requirements – All visitors to high risk restricted areas without select agents must remain under escort unless the visitor’s required level of background investigation is complete and favorably adjudicated. Visitors to these areas with background investigations at or above the level required for unescorted access (or their hosts) may submit this information to OSEP in advance of arrival. With his or her supervisor’s approval, a visitor’s host may request unescorted access from OSEP.
2. Pre-visit documentation – The CDC host of a visitor to restricted areas and high risk restricted areas without select agents must submit pre-visit documentation as outlined below.
| Table 4: Pre-visit Documentation Requirements for Visitors to | |||
| High Risk Restricted Areas without Select Agents | |||
| Visitor Type | Citizenship Status | Documentation needed to be submitted to OSEP | Days before visit documentation is required |
| Business visitor or working visitor to high risk restricted areas without select agents | United States | Access request | 3+ business days |
| Foreign national | Access request | 10+ business days | |
C. Requirements for access to select agent areas
1. Business visitors to select agent areas are discouraged. – However, if a visit to a select agent area is strictly limited to non-laboratory type activities (i.e., a guided tour where no access to select agents is provided) and the visitor(s) remains under escort at all times, access may be granted if pre-visit documentation requirements are met (as described below). If providing the required advance notice is not possible, the CIO Director in conjunction with the facility’s RO must make a written exception and provide the Visit Access Request to OSEP prior to the visitor’s arrival.
2. Pre-visit documentation – The CDC host of a visitor to areas containing select agents must submit pre-visit documentation as outlined below.
| Table 5: Pre-visit Documentation Requirements for Visitors to Select Agent Areas | |||
| Visitor Type | Citizenship Status | Approval and Information Needed for Submission | Days before visit submission is required |
| Working visitor to select agent areas | United States | Access Request to OSEP RO/Accountable scientist approval | 45+ business days |
| Foreign national from non-designated country | Access Request to OSEP SF-85 to OSEP O/Accountable scientist approval |
60+ business days | |
| Foreign national from designated country | Access Request to OSEP SF-85 to OSEP O/Accountable scientist approval |
75+ business days | |
| Business visitor to select agent areas | United States | Access Request to OSEP RO/Accountable scientist approval |
3+ business days |
| Foreign national | Access Request to OSEP RO/Accountable scientist approval |
10+ business days | |
3. Persons already in possession of select agent access authorization – For those working visitors to select agent areas who are already in possession of an appropriate CDC select agent program or animal and plant health inspection service access authorization, the host must submit the appropriate proof and documentation to the RO (at least 45 business days in advance of arrival) and receive the RO’s approval; OSEP must receive an Access Request Form 45 days before the visit.
D. Foreign nationals
1. Special Clearance -- Foreign nationals require special clearance for admission to CDC facilities and for accessing select agent areas. Sections A, B, and C above outline pre-visit documentation for foreign nationals.
2. Nationals of a “state sponsor of terrorism” country – A foreign national visitor is considered to be a national of a state sponsor of terrorism country (as defined by the U.S. State Department) when any of the following apply:
a. He or she was born in a state sponsor of terrorism country, except children born to U.S. citizen parents on military installations.
b. His or her citizenship is with a state sponsor of terrorism country.
c. His or her place of employment is with a state sponsor of terrorism country.
d. He or she represents an organization of a state sponsor of terrorism country.
Prior to any visit by a national of a state sponsor of terrorism country to any CDC facility or part of a facility designated as a non-escort free area, the CDC host shall obtain approval from the HHS’ Security Director, by submitting the request to OSEP in accordance with the foreign national request procedures outlined in this policy. Foreign nationals from “state sponsor of terrorism countries” will not be permitted into select agent or high risk areas.
Current countries that are considered to be state sponsors of terrorism are listed on the U.S. State Department’s website (http://www.state.gov). Note: “State sponsor of terrorism country” is defined differently than “designated country” (see Section II. B, 5. for the definition of designated country).
E. Unescorted access for visitors and others
Those visitors on site for fewer than 30 days are generally not processed for unescorted access privileges; exceptions may be requested from a center[7] or office director (or authorized designee). A visitor may be granted unescorted access by OSEP, if the visitor provides evidence of a current, favorably adjudicated background investigation at or above the level required for unescorted access and he or she has a need-to-know, as determined by the visitor’s host. In this situation, OSEP (or the local security office or representative, in consultation with OSEP) will provide the visitor with a picture badge and card key that is encoded with the appropriate level of access authorization with an expiration date, not to exceed one calendar year.
F. Badges
1. General requirements – Badges must be worn above the waist in full view at all times in CDC facilities, except in areas or situations where the badge might compromise safety. Any time a person’s appearance changes significantly, a new picture badge must be issued. Badges must be updated immediately whenever the status of the individual changes (for example, from contractor to FTE or when an individual changes from one center or office to another).
2. Forgotten badge – Individuals who forget their badge/card key for the day must obtain a temporary badge without a card key and must request access to all controlled access points from the local security office or representative. This temporary badge should be returned at the end of the day.
3. Badge return – Personal visitors and business visitors will be issued visitor badges when they arrive on site and must return their badges to the local security office or representative each day as they leave. Working visitors should return their badges to the local security office or representative by the expiration date, which should reflect the pre-established duration of stay.
4. Lost/stolen badge/card key – A person with a lost or stolen badge/card key must report the loss immediately by telephone to the OSEP cardkey section (or after normal business hours to the security operations center at 404-639-2888). The person with the lost badge must then complete a badge/cardkey request form, check the “Lost” check box, and note whether the badge/card key is believed to be lost or stolen. The original badge/card key will be deactivated immediately upon its reported loss, and a new badge/card key will be issued by the local security office or representative.
A person with a lost or stolen badge/card key who has access to a select agent area must also report immediately the loss or theft to the RO.
G. Exemptions
1. Visitors to areas without select agents – Exceptions to the advance notification requirement for access by working visitors to restricted areas or high risk restricted areas without select agents must be obtained in advance from the center or office director.
2. Visitors to select agent areas – Exceptions to advance notification requirements for access by business visitors to select agent areas must be obtained in advance from the center or office director, RO, and accountable scientist.
V. RESPONSIBILITIES
A. Responsibilities of hosts with regard to visitors in the workplace
1. General requirements – Hosts of visitors to CDC facilities are responsible for the actions of persons whom they have invited to visit CDC facilities. Generally, the host must:
a. Substantiate the reason for the visit.
b. Inform his or her CDC supervisor of the visit request.
c. Follow all procedures for pre-visit authorization of the visitor as described in Section IV of this policy.
d. Ensure the visitor does not have access to sensitive information or materials.
e. Ensure the visitor is aware of and agrees to follow applicable visitor policies and procedures (as outlined in this document and other security/health and safety policies and procedures).
f. Serve, or designate someone to serve, as the visitor’s escort and carry out escort responsibilities described below in Section V.B. for areas where the visitor must be escorted.
2. Foreign nationals – Hosting a foreign national at CDC requires additional security considerations. OSEP’s Intranet site outlines helpful considerations about visits by foreign nationals at http://intranet.cdc.gov/od/osep/counter.htm#host. See Section V above for requirements.
B. Responsibilities of escorts with regard to visitors in the workplace
1. General requirements – All escorts must:
a. Have authorized access to area(s) being visited.
b. Be knowledgeable about area(s) in which the visitor will be escorted.
c. Ensure that visitor logs are completed, where applicable.
d. Ensure that the visitor wears his or her badge above the waist in plain view.
e. Ensure that the visitor’s badge is given to security at the end of each work day, or upon expiration.
f. Inform the visitor of articles prohibited on CDC premises, and explain to the visitor which areas he or she is authorized to enter without an escort and those areas that require an escort.
g. Notify local security office or representative if visitor(s) and escort will remain in a restricted area or high risk restricted area for which they are not normally authorized beyond normal business hours.
| Table 6: Visitor-to-Escort Ratios by Area | |
| Area | Visitor-to-Escort Ratio (maximum) |
| Restricted and high risk restricted areas without select agents | 5:1 |
| Working visitors in select agent areas | 1:1 |
| Business visitors in select agent areas | 4:1 with continuous monitoring |
2. Visitor-to-escort ratios
3. Restricted areas – Persons listed below who have a need-to-know and permission, but not electronic access authorization, must be escorted in restricted areas of CDC facilities.
- Visitors
- Any person with a background investigation that has not yet been favorably adjudicated
- Personnel required to enter an area for maintenance/repair/cleaning but not cleared for access
- All others without a picture badge and card key that gives them electronic access to a specific area
4. Transfer of visitor control – If control of a visitor is given to another authorized escort, the originating escort must ensure that the new escort is aware of escort responsibilities. If visitor logs require the escort to sign in with the visitor (e.g., for entrance to laboratories), the new escort, originating escort, and visitor must complete appropriate logs upon transfer of escort (i.e., the visitor signs out under the originating escort and in under the new escort).
C. Responsibilities of all visitors when visiting CDC leased or owned facilities
All visitors must:
1. Display appropriate badge and/or other identifying credentials as established by OSEP and/or the local security office or representative of the field location.
2. Be escorted by an authorized person, unless the visit is limited to the facility’s escort free areas (e.g., cafeteria at Roybal Campus).
3. Sign applicable visitor logs upon entrance to CDC facilities and as required by security personnel for access to a particular area.
4. Cooperate fully with all directives of safety officers or security personnel and adhere to any requirements that are imposed upon an individual or a particular area.
5. Comply with all other applicable HHS and/or CDC policies (e.g., for all visitors – conduct in federal buildings and computer/Internet use policies; and for those visitors with access to select agents – policies and procedures related to select agents).
6. Submit to searches as requested by security personnel, including searches of their persons, personal effects, and vehicles.
D. Responsibilities of supervisors and employees with regard to visitors in the workplace
1. Supervisors are responsible for ensuring that their staff members meet all applicable requirements for accessing CDC facilities (e.g., immunizations, personal protective equipment and procedures, training, etc.) and that they understand and comply with all CDC access policies and procedures. See special requirements for laboratory supervisors in Section IV.B of this policy.
2. Employees must abide by workplace rules, regulations, policies, and guidelines.
E. Responsibilities of contractors with regard to visitors in the workplace
1. Contractors are responsible for ensuring that their personnel meet all applicable requirements for accessing CDC facilities (e.g., immunizations, personal protective equipment procedures, training, etc.) and that they understand and comply with all CDC access policies and procedures.
2. Contract staff members must abide by workplace rules, regulations, policies, and guidelines.
F. Responsibilities for all CDC employees and contractors related to discovery of unauthorized persons
Anyone with access authorization is responsible to ensure that persons who have lost their access authorization or who have never received access authorization are not permitted entry into restricted areas. Unauthorized persons may be recognized by the absence of a badge. (An employee or contractor who forgets his or her badge is responsible for obtaining a replacement; failure to do so is a security infraction.) If a non-threatening, unauthorized person is found unattended in a restricted area, authorized personnel must try to ascertain from the unauthorized person who his or her escort is and why he or she is not present. The authorized person should then escort the unauthorized person from the area and deliver him or her either to his or her host (or host organization) or to Security; an unauthorized person should never be left unattended in a restricted area at any time following discovery. If a person or situation appears to be dangerous, a call should immediately be made to report any occurrence of suspected or confirmed unauthorized entry or activity to OSEP or the local security office or representative immediately.
VI. COMPLIANCE
A. General requirements – All employees, contractors, and visitors to CDC facilities must comply with this policy and procedures; all signage (such as Restricted Area or Authorized Personnel Only signs) and all directives of safety officers and security personnel should always be followed. Visitors must also follow instructions given by their hosts or escorts.
B. Disciplinary action – Upon becoming aware of any infractions, supervisors will counsel their employees and remind them of the policy. Violations of this policy will result in disciplinary action, the severity of which varies depending upon the nature of the infraction. Such disciplinary actions may include dismissal for CDC employees; invoking contract penalties up to and including cancellation of contracts; and immediate and permanent withdrawal of access privileges for visitors.
VII. REFERENCES
A. Adverse Actions, 5 C.F.R. Part 752. Revised January 1, 2005.
B. Animal Welfare Act, 7 U.S.C., Chapter 54, § 2131-2156. Revised January 8, 2004.
C. Application for Laboratory Registration for Possession, Use, and Transfer of Select Agents and Toxins. CDC Office of the Director, October 27, 2005.
D. CDC Health Safety and Environmental Policy, Issued November 19, 2004.
E. Conduct on Federal Property – Dogs and Animals, 41 CFR 101-20.311. Revised July 1, 2000.
F. Employee Identification Badge Policy, CDC. Updated 5/30/2001.
G. Family and Medical Leave Act, Pub. L. No. 103-3. Feb. 5, 1993.
H. Federal Property Management Regulations, 41 C.F.R. 101. Revised July 1, 2005.
I. Fraud and False Statements, U.S.C. Title 18, Part I, Chap. 47, § 1001. August 3, 2005.
J. HHS Exhibit 752-1-A, Delegation of Authority to Propose and Decide on Adverse Actions Under Personnel Instruction 752-1. August 11, 1988.
K. Leave and Excused Absence, HHS Instruction 630-1. July 26, 1996.
L. Management of Buildings and Grounds, 41 C.F.R. 101 Part 20, Conduct on Federal Property, Sections 101-20.300-315. Revised July 1, 2000.
M. Possession, Use and Transfer of Select Agents and Toxins, 42 C.F.R. Part 73. December 13, 2002.
N. Possession, Use and Transfer of Biological Agents and Toxins, 7 C.F.R. Part 331 and 9 C.F.R. Part 121. January 1, 2005.
O. Standard
Form 85, Questionnaire for Non-Sensitive Positions,
Appendix A – Non-U.S. Citizen Access Requests
CDC employees who wish to host any non-U.S. citizen visitors, including lawful permanent residents, must submit the following access request form to intervisitorrequests@cdc.gov (“International Visitor Requests” in the global address book) prior to the date of the visit, per the provisions of this policy.
1. Individual's Full Name (official):
2. Gender:
3. Date of Birth:
4. Place of Birth (city, province, state, country):
5. Country of Citizenship:
6. Passport Type and Number:
7. Date of Passport Issue:
8. Date of Passport Expiration:
9. Type of visa and expiration date:
-If the visitor is a Permanent Resident of the U.S., provide Permanent Resident #:
10. Visitor’s Organization:
11. Visitor’s Position/Title within the Organization:
12. Visitor’s Organization Address:
13. Visitor’s Organization Telephone Number:
14. CDC Host's Name (Must be an FTE):
Host’s Telephone Number:
Host's CIO:
Host’s Division:
Host’s Branch:
Host’s Supervisor:
15. Has approval for this visit been granted by the host’s supervisor?: (Yes/No)
16. Host's Campus; Building; & Room Number (also please indicate other facilities, if any, for which access is requested):
17. Escort Name (if different from the host):
18. Date(s) of Visit:
19. Purpose of Visit:
20. Will the individual require access to select agent laboratories (Yes / No):
21. Will the individual require laboratory access (Yes / No):
22. Will any portion of the visit include laboratory work or training?
(Yes / No):
23. Will any portion of the visit include work or training in animal areas? (Yes / No):
Appendix B – U.S. Citizen Access Requests
In order to expedite entry CDC personnel should notify cdcsecurit@cdc.gov —“CDC Security (Physical)” in the global address book—prior to the date of visit, per the provisions of this policy. This notification should include:
1. Visitor's Full Name
2. U.S. Citizen? (Yes or No)
3. Date and Time of Visit
4. Campus/Bldg/Room Visited
5. Entry Point of Visitor
6. CDC Point of Contact and Phone Number
7. Point of Contact's Campus, Building, and Room
8. Escort Name and Contact Number
9. Purpose of Visit
[1] References to CDC also apply to the Agency for Toxic Substances and Disease Registry (ATSDR).
[2] For ease of reference within policy documents, “NC” will refer collectively to CDC’s national centers, institute, the National Immunization Program, the Office of Genomics and Disease Prevention, and the Agency for Toxic Substances and Disease Registry (an independent Health and Human Services Agency that is led by the CDC director and for which CDC provides administrative services).
[3] Except at the Royal Campus Building 19 Visitor Center – visitors to the Building 19 conference rooms and library must still be preauthorized according to the procedures identified in this policy – or any other similar area officially designated as such by OSEP or—at the field sites—the local security office or representative.
[4] Other acceptable ID may include certain military ID, non-driver’s official state ID, or other ID as determined by OSEP. A valid passport is required for foreign nationals. United Nations laissez-passer passports are invalid identification for security purposes.
[5] For non-U.S. citizens, the host will not be allowed to schedule a fingerprint appointment until the Access Request Form has been fully processed (for international visitors – after the ten business days have passed). OSEP will notify the host once processing is complete. The SF-85 may be submitted prior to OSEP approval of the Access Request Form.
[6] For working visitors, access request forms and National Agency Check and Inquiry paperwork must be resubmitted annually.
[7] For ease of reference within policy documents, “center” will refer collectively to CDC’s national centers, institute, the National Immunization Program, the Office of Genomics and Disease Prevention, and the Agency for Toxic Substances and Disease Registry (an independent Health and Human Services agency that is led by the CDC director and for which CDC provides administrative services).