[Halld] [EXTERNAL] Re: Fwd: [Cuga] Important Reminder Details for registration requirements and guidelines for visiting Users- a message from JRIS

Tue Dec 3 18:59:52 EST 2019

Email notifications ARE in place and are sent 60/30/10 days prior to offsite date.

-Lorelei

________________________________
From: Halld <halld-bounces at jlab.org> on behalf of Shepherd, Matthew <mashephe at indiana.edu>
Sent: Tuesday, December 3, 2019 5:55:51 PM
To: Eugene Chudakov <gen at jlab.org>
Cc: Hall D <halld at jlab.org>
Subject: Re: [Halld] [EXTERNAL] Re: Fwd: [Cuga] *Important Reminder* Details for registration requirements and guidelines for visiting Users- a message from JRIS

Hi Eugene,

Your notes are somewhat consistent with the reply I got from Gina Lawson and others privately.  I was told from some that it is recognized there is no way for a visitor to look up when the expiration date is for registration.  Apparently there is talk of email notification prior to expiration but nothing is in place yet.  (For those looking for an actionable item to bring to the JULO board, this would be it!)  The only way to figure out an expiration date is to make a query with JRIS or, as you point out, Lorelei.

The May 17, 2021 date I was given for my expiration by Gina Lawson coincides with 2 years past the recent May GlueX meeting, which is probably the first registration that I had to make since the new system went in place.  I suspect many other US citizens might not need to be filling out these forms, and I bet I didn't need to fill them out either for visits this past September and October.

Based on this, my guidance would be:  if you are a US citizen and you have made a trip that required you to fill out one of those visit registrations you should query jris at jlab.org to find out when your registration expires.  Then take note of that date and remember (!) to re-register for trips beyond that date.  Otherwise register, and then after the trip email jris at jlab.org and find out when your registration expires.

The exact guidance I got from Gina Lawson is pasted below for reference.  It is a little ambiguous about what happens for registrations beyond October 2019.  Gina also points out that the 7-day minimum doesn't apply for US citizens, which is interesting but not advertised elsewhere.

Matt

> On Dec 3, 2019, at 2:20 PM, Gina Lawson <ginal at jlab.org> wrote:
>
> Matt,
>
> All users at the lab are required to have current registrations, but US citizens have more leniency than non-US citizens. US citizens are not subject to the new 7 day minimum notice on submitting registrations, and for registrations submitted before October 2019, could be submitted for durations longer than 1 year.
>
> The JRIS office encourages any users that are concerned or have questions about their registration, access status, or training to email jris at jlab.org so we can affirm what, if anything, must be done. Please refer your colleagues to us if they are unsure.
>
> Thank you!
> Gina
>

---------------------------------------------------------------------
Matthew Shepherd, Professor
Department of Physics, Indiana University, Swain West 265
727 East Third Street, Bloomington, IN 47405

Office Phone:  +1 812 856 5808

> On Dec 3, 2019, at 4:55 PM, Eugene Chudakov <gen at jlab.org> wrote:
>
> To Curtis:
> I suppose that Dana Cochran is just receiving copies of the forms and is not in a decision loop.
>
> To all:
>
> The current interpretation of the new rules suggests:
>
> a) One can register for a certain period. It is 2 years for the US citizens. The visa holders including the resident aliens can register for up to one year, limited by the end of their visa. There might be other limitations for visa holders, which may occur during the registration procedure.
>
> b) Once one is registered for a certain period, there is no need to fill the forms for each visit to the Lab within this period. The badge should work provided the critical training is up to date. If one is uncertain about the expiration date - ask Lorelei: lorelei at jlab.org or JRIS: jris at jlab.org.
>
> Lorelei knows the rules but the responsibility and the procedure has been moved to the JRIS group.
> Questions/comments/complaints  about the forms should be sent to jris at jlab.org.
>
> I hope it helps,
> Eugene
>
> From: Halld <halld-bounces at jlab.org> on behalf of Curtis A Meyer <cmeyer at cmu.edu>
> Sent: Tuesday, December 3, 2019 3:43 PM
> To: Elton Smith <elton at jlab.org>
> Cc: halld at jlab.org <halld at jlab.org>
> Subject: [Halld] [EXTERNAL] Re: Fwd: [Cuga] *Important Reminder* Details for registration requirements and guidelines for visiting Users- a message from JRIS
>
> Hi Everyone -
>
>    just registered a single trip and it went through. I then got a feed back box at the end that sent things to Dana Cochran,
> cochran at jlab.org , who is currently out of the office until December 11.
>
> Curtis
>
>
>
>> On Dec 3, 2019, at 09:41, Elton Smith <elton at jlab.org> wrote:
>>
>> Hi all,
>>
>> We are already seeing some impact from the new rules and colleagues coming to take shifts on GlueX. Please check the information below and make sure that you allow for adequate time for processing.
>>
>> Thanks, Elton.
>>
>>
>> -------- Forwarded Message --------
>> Subject: [Cuga] *Important Reminder* Details for registration requirements and guidelines for visiting Users- a message from JRIS
>> Date: Tue, 3 Dec 2019 14:19:26 +0000
>> From: Lorelei Carlson <lorelei at jlab.org>
>> To: cuga at jlab.org <cuga at jlab.org>
>>
>>
>>
>> We wanted to remind our Users of these new requirements which started April 1, 2019. Please emailjris at jlab.org <mailto:jris at jlab.org>  if you have any questions. Registration information is as follows:
>>
>>  *   Non-U.S. citizens will be not be granted site access without attaching a CV to their visit request.  Our visitor access documentation will detail CV requirements.
>>
>>  **All visit requests must be submitted not less than seven calendar days prior to the visit start date*. Admission with less than a seven day notice is only possible with documentation from their institution that a bona fide emergency prevented their advance registration.
>>
>>  *   Non-U.S. citizens must present proof of their current institutional affiliation, such as a badge, ID card or an original letter from their supervisor on institutional letterhead at the time of arrival.
>>
>>  *   Non-U.S. citizens will be granted lab access for up to one year, or to the end of their U.S. entry authorization, whichever is shorter. Visitors can request annual extensions if their Jefferson Lab host verifies a continuing need for lab access.
>>
>>  *   U.S. citizens new to the lab should complete a visit request and all required documents in the Guest Access Portal (link below).
>>
>>  *   Returning U.S. citizens who already have approved registrations and current training do not need to register. JRIS can confirm.
>>
>> Guest Access Portal  linkhttps://misportal.jlab.org/jlabAccess/  to enter your visit request. New Users should create a log-in for the Portal, then log in and complete a visit request.
>>
>>
>>
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