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**DOE's Unclassified Foreign Visits and Assignments (UFVA) Program**

Berkeley Laboratory strongly supports an atmosphere of free intellectual
exchange and collaboration within the international scientific and
technical community. Visitors from around the world play a vital role in
sustaining the creative environment and achieving the mission of
Berkeley Lab.

Some visitors, however, require special processing. Under DOE O 142.3,
Unclassified Foreign Visits and Assignments, all DOE facilities are
required to document the visits and/or assignments of individuals who
are citizens of, were born in, or are affiliated with
[sensitive](http://www.lbl.gov/ehs/security/02intl_emp/countries_sens.html)
or [terrorist-sponsoring
countries](http://www.lbl.gov/ehs/security/02intl_emp/countries_terr.html).

As the host of a foreign national for an unclassified visit or
assignment, you have a significant role in meeting these requirements.
This document outlines your responsibilities as the host of a foreign
national. Refer to UFVA Host Checklist for specific procedures.

**Who Can Be a Host?**

-   The host of a foreign national at Berkeley Lab must be either a DOE
    Federal employee or a DOE contractor employee, i.e., LBNL employee.
    LBNL guests are not allowed to serve as hosts.

-   A sensitive country foreign national may not host individuals from
    other sensitive countries or from terrorist-sponsoring countries.

-   A non-sensitive country foreign national may host individuals from
    sensitive or terrorist-sponsoring countries.

-   Foreign nationals from terrorist-sponsoring countries may not host
    other foreign nationals.

**BEFORE THE VISIT OR ASSIGNMENT: HOST RESPONSIBILITIES**

Before a visit or assignment can take place at a DOE facility, a request
for access by the foreign national must be approved. This request
contains biographical information about the foreign national and
specific information about the visit or assignment. As the host for a
foreign national visit or assignment, you are responsible for ensuring
that the information provided is complete and accurate.

As one of seven unclassified laboratories, Berkeley Lab follows DOE's
"graded approach" to foreign visits and assignments:

-   **Terrorist-sponsoring country (T-6)**: DOE requires additional
    processing and approval by the Secretary of the Department of Energy
    for individuals who are citizens of, were born in, or are affiliated
    with one of the six (6) countries identified by the U.S. State
    Department as state sponsors of terrorism (Attachment A). The DOE
    approval process currently takes 4-6 months so early notification is
    essential.

    -   **Assignments (\>30 days) and Visits (\<30 days):** All visits
        and assignments of T-6 foreign nationals must be approved by the
        Secretary of the Department of Energy prior to badging and/or
        access to Berkeley Lab.

-   **Sensitive country**: DOE requires special processing for
    individuals who are citizens of, were born in, or are affiliated
    with one of the sensitive countries identified by the U.S. State
    Department (Attachment A). These individuals may be approved by the
    Lab's Approval Authority and require 30 days advance notification.

    -   **Assignments (\>30 days):** Document the assignments of any
        sensitive country foreign national who is affiliated with LBNL
        for more than 30 calendar days

    -   **Visits (\<30 days):** No requirement

-   **Non-sensitive country**: Berkeley Lab has no requirement to
    document the visits or assignments of individuals from these
    countries, i.e., Canada, France, England, Germany, etc.

    -   **Exception:** If the foreign national requires access to a
        Property Protection Area, then LBNL is required to document the
        visit and/or assignment unless fully escorted.

-   **Sensitive Subjects:** After reviewing the [sensitive subject
    list](http://www.lbl.gov/ehs/security/02intl_emp/Sen_Subj_List.pdf),
    if you think your project or research may involve sensitive
    information/activities, contact the [Sensitive Subjects Review Panel
    Coordinator](mailto:DSLunsford@lbl.gov) or
    [Administrator](mailto:JMTabata@lbl.gov) prior to hiring your
    prospective employee or guest. The Panel will determine if a
    specific site security plan should be implemented and identify any
    access limitations or restrictions. Refer to Attachment B for a list
    of Panel members and subject matter experts.

**DURING THE VISIT OR ASSIGNMENT: HOST RESPONSIBILITIES**

For the duration of the visit or assignment, you are responsible for the
conduct and activities of the foreign national. If you become aware of
suspicious activity related to the foreign national visitor or assignee,
you are required to report that activity to the appropriate office,
i.e., Security, Counterintelligence, Cyber Security, Export Control,
etc.

You are also responsible for reporting any changes in immigration
status, areas to be accessed, subjects to be discussed, or dates of
access to the appropriate UFVA Coordinator or your division HR
representative. If you are unable to continue with your hosting
responsibilities, you are required to inform the appropriate UFVA
Coordinator so a new host may be designated.

If access to a Property Protection Area (PPA) is required for your
foreign national employee or guest, you are required to inform the UFVA
Administrator so the DOE FACTS database can be updated accordingly.

**AFTER THE VISIT OR ASSIGNMENT: HOST RESPONSIBILITIES:**

At the conclusion of the foreign national visit or assignment, you
should ensure that any badge, key, or parking permit issued to the
foreign national is returned to the Site Access office or ALS User
Services Office, as appropriate.

You should also ensure that closeout information (actual dates of visit
or assignment) is provided to the appropriate UFVA Coordinator for
documentation in the FACTS database.

**ANNUAL HOST SECURITY BRIEFING/TRAINING**

All Berkeley Lab hosts will be required to complete an annual host
security briefing/training workshop (offered biannually). Updates to the
Lab's unclassified foreign visits and assignments program or changes to
DOE policies will be discussed. In addition, subject matter experts in
Counterintelligence, Export Control, Cyber Security, Site Security, and
IRSO will discuss current issues in their areas of expertise.

\*Adapted from Office of International Safeguards and Security, *Hosting
Foreign Nationals at DOE Sites*

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Visitor/Assignee Name: [               ]{.underline} Host:
[               ]{.underline} Division: [               ]{.underline}

+------------------------------------+---+-----+---+------------------+
| **Before the Visit or Assignment** |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **Task**                           |   | **C |   | **               |
|                                    |   | omp |   | Comments/Notes** |
|                                    |   | let |   |                  |
|                                    |   | ion |   |                  |
|                                    |   | D   |   |                  |
|                                    |   | ate |   |                  |
|                                    |   | (or |   |                  |
|                                    |   | NA  |   |                  |
|                                    |   | )** |   |                  |
+------------------------------------+---+-----+---+------------------+
| Provide timely notification to     |   |     |   |                  |
| <CIOffice@lbl.gov> of              |   |     |   |                  |
| *prospective* employee or guest    |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **Sensitive country:** 30 days |   |     |   |                  |
|     in advance                     |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **T-6 country:** 4-6 months in |   |     |   |                  |
|     advance (DOE Secretarial       |   |     |   |                  |
|     approval must be obtained      |   |     |   |                  |
|     prior to access)               |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Ensure that your HR Center or      |   |     |   |                  |
| guest processor obtains all        |   |     |   |                  |
| required information for:          |   |     |   |                  |
|                                    |   |     |   |                  |
| -   *FACTS Questionnaire*          |   |     |   |                  |
|     (employees)                    |   |     |   |                  |
|                                    |   |     |   |                  |
| -   *PGIF* (guests)                |   |     |   |                  |
|                                    |   |     |   |                  |
| ```{=html}                         |   |     |   |                  |
| <!-- -->                           |   |     |   |                  |
| ```                                |   |     |   |                  |
| -   T-6 requests require           |   |     |   |                  |
|     additional information.        |   |     |   |                  |
|     Contact Security Office        |   |     |   |                  |
|     (486-7572) for details         |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Ensure that your HR Center or      |   |     |   |                  |
| guest processor provides the above |   |     |   |                  |
| information to <CIOffice@lbl.gov>: |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **Sensitive country:**         |   |     |   |                  |
|     Counterintelligence Office,    |   |     |   |                  |
|     486-5132 (phone); 486-4941     |   |     |   |                  |
|     (fax)                          |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **T-6 country:** Security      |   |     |   |                  |
|     Office, 486-7572 (phone);      |   |     |   |                  |
|     495-2700 (fax)                 |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Contact Sensitive Subjects Review  |   |     |   |                  |
| Panel Coordinator (486-6016) or    |   |     |   |                  |
| Administrator (486-7572) if you    |   |     |   |                  |
| think your project or research may |   |     |   |                  |
| involve sensitive                  |   |     |   |                  |
| information/activities. The Panel  |   |     |   |                  |
| will determine if a specific site  |   |     |   |                  |
| security plan should be            |   |     |   |                  |
| implemented and identify any       |   |     |   |                  |
| access limitations or              |   |     |   |                  |
| restrictions.                      |   |     |   |                  |
| (<http://www.lbl.gov/ehs/securi    |   |     |   |                  |
| ty/02intl_emp/subjects_sens.html>) |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Verify that appropriate access     |   |     |   |                  |
| approvals have been obtained       |   |     |   |                  |
| before bringing visitor/assignee   |   |     |   |                  |
| on site                            |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **Sensitive country:**         |   |     |   |                  |
|     Requires local Lab approval    |   |     |   |                  |
|                                    |   |     |   |                  |
| -   **T-6 country:** Requires      |   |     |   |                  |
|     prior DOE Secretarial approval |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **During the Visit or Assignment** |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **Task**                           |   | **C |   | **               |
|                                    |   | omp |   | Comments/Notes** |
|                                    |   | let |   |                  |
|                                    |   | ion |   |                  |
|                                    |   | D   |   |                  |
|                                    |   | ate |   |                  |
|                                    |   | (or |   |                  |
|                                    |   | NA  |   |                  |
|                                    |   | )** |   |                  |
+------------------------------------+---+-----+---+------------------+
| Advise the foreign national about  |   |     |   |                  |
| visit/assignment requirements:     |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Identify yourself to foreign       |   |     |   |                  |
| national as his/her main point of  |   |     |   |                  |
| contact                            |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Ensure that environment, safety    |   |     |   |                  |
| and health training requirements   |   |     |   |                  |
| are met (as appropriate):          |   |     |   |                  |
|                                    |   |     |   |                  |
| -   New Employee Orientation       |   |     |   |                  |
|                                    |   |     |   |                  |
| -   ALS Safety Training            |   |     |   |                  |
|                                    |   |     |   |                  |
| -   GERT                           |   |     |   |                  |
|                                    |   |     |   |                  |
| -   Ergonomic Evaluation           |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Verify and document that the       |   |     |   |                  |
| foreign national is in lawful      |   |     |   |                  |
| immigration status                 |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Ensure that copies of          |   |     |   |                  |
|     immigration documentation are  |   |     |   |                  |
|     provided to UFVA Administrator |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Identify an **escort** for the     |   |     |   |                  |
| foreign national, if required      |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Escort name:                   |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Escort briefed on duties:      |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Advise other DOE or contractor     |   |     |   |                  |
| personnel on the presence of the   |   |     |   |                  |
| foreign national                   |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Submit any changes in the foreign  |   |     |   |                  |
| national's status (extensions,     |   |     |   |                  |
| terminations, immigration          |   |     |   |                  |
| documents) to the appropriate UFVA |   |     |   |                  |
| Coordinator or HR representative,  |   |     |   |                  |
| as appropriate                     |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Specific changes:              |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Report to appropriate officials    |   |     |   |                  |
| any suspicious activities          |   |     |   |                  |
| involving a foreign national       |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Specific anomalies to report:  |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Reported to:                   |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| If a new host is assigned,         |   |     |   |                  |
| transition host duties             |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   New host:                      |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   UFVA Coordinator informed:     |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **After the Visit or Assignment**  |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **Task**                           |   | **C |   | **               |
|                                    |   | omp |   | Comments/Notes** |
|                                    |   | let |   |                  |
|                                    |   | ion |   |                  |
|                                    |   | D   |   |                  |
|                                    |   | ate |   |                  |
|                                    |   | (or |   |                  |
|                                    |   | NA  |   |                  |
|                                    |   | )** |   |                  |
+------------------------------------+---+-----+---+------------------+
| Ensure that the badge issued to    |   |     |   |                  |
| the foreign national is returned   |   |     |   |                  |
| to the Site Access office or ALS   |   |     |   |                  |
| User Office                        |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| -   Method of return:              |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Submit closeout information to     |   |     |   |                  |
| <CIOffice@lbl.gov>, indicating     |   |     |   |                  |
| access dates                       |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| If extending visit or assignment,  |   |     |   |                  |
| notify <CIOffice@lbl.gov> and      |   |     |   |                  |
| provide new access dates and       |   |     |   |                  |
| current immigration documentation  |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **Annual Host Security             |   |     |   |                  |
| Briefing/Training**                |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| Complete annual host security      |   |     |   |                  |
| briefing/ training workshop        |   |     |   |                  |
| (offered biannually)               |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
| **Additional notes:**              |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+
|                                    |   |     |   |                  |
+------------------------------------+---+-----+---+------------------+

For questions or additional details, contact the UFVA Administrator,
<CIOffice@lbl.gov>, 510-486-7572