Renewing Your SLAC badge

Two levels of access are needed to routinely work in the SRCF building: A SLAC badge is needed to access the physical site where the SRCF is located. Once at the site, a Stanford ID card is needed for access to and within the building.

Your SRCF building access is valid until you leave your current Stanford position, or your access is manually removed.  However, access to the SLAC campus automatically expires, and must be renewed every year.  Your badge is normally valid for one year from the date that you last took the ESH training course.  If you are a Foreign National, and your passport or visa expires sooner, then your badge may also expire sooner.

In the past, SLAC badges were valid for up to two years.  Starting July 2024, SLAC badges now expire after one year.  If you have a badge with a two-year expiration date, that badge expired in mid-September, 2024.

The expiration date is boldly printed on each badge, if you know what to look for.  Your badge's date of expiration is printed in big numbers below your name.

Badges have the specific expiration date printed on them, and look like this:

If your badge has a date printed on it, your badge expires at Midnight on the printed date, in US Month-Day-Year format.  For example, the above badge expires on November 12, 2022.

Older badges used to have expiration dates in Month-Year format.  Those badges expired on the first of the printed month.

You must renew your badge before the expiration date.  Since both badges are required to get in to SRCF, if you do not renew your badge, you will not be able to visit SRCF.

The process below will work for most people, but there are two caveats:

• If your SLAC status is changing, you will need to go through a new badging process.  For example, if you are leaving Stanford employment and entering SLAC employment.  Or, if you will be accessing other parts of SLAC that need a higher level of training.  In those cases, you will need a new badge.  Instead of following this process, talk to your SLAC Manager or SLAC POC, and follow their instructions.
• If you are a Foreign National, look for an email from SLAC's International Services Office in advance of your visa's expiration.  If your badge expires before your visa does, reach out to SLAC's International Services Office yourself.  Make sure everything is up-to-date with them, and then continue the renewal process below.

For everyone else, simply follow the renewal process described below.

Part 0: Do you have a REAL ID?

As of May 7, if you do not have a valid SLAC badge, you will need a REAL ID (or compatible document, like a passport) to enter SLAC.  When it comes to renewing your SLAC badge, how this affects you depends on if your SLAC badge has already expired.

If your SLAC badge has not expired, then you can renew it without needing a REAL ID.

If your SLAC badge has already expired, then it will be confiscated at the main gate.  What happens next depends on if you are a Foreign National, and if you have a REAL ID (or compatible document).

If you are a Foreign National, you do not need a REAL ID driver's license.  Instead, your foreign passport—or, for permanent residents, your green card—will serve as a compatible ID.

If you are a US Citizen, you either need a REAL ID driver's license, or an alternative ID from the REAL ID at SLAC web page.  If you are a US Citizen and you do not have a REAL ID (or compatible document), you will be issued a badge valid for 30 days, to give you time to obtain a REAL ID (or compatible document).  If, after 30 days, you still do not have a REAL ID (or compatible document), you will not be able to enter SLAC, and will be unable to access SRCF.

Part 1: Look up your SLAC System ID number

At Stanford, your SUID (Stanford University ID) number—your employee or student ID number—identifies you in HR and/or student systems. At SLAC, the equivalent is the "SLAC System ID number", or "SID". You will need this number to access the training portal.

For folks within Stanford Health Care, note that SLAC's "SID" is not the same as your Stanford Health Care "SID".  They are separate systems, with separate IDs. 

There are two ways you can look up your SLAC System ID number:

1. If you first got access to SLAC in the 2020s, you should have received an email with the subject "SLAC Site Access Form Requested Completed".  From that email, take "Your SLAC ID#" and remove the leading zeroes.
2. If you first got access to SLAC before 2020, or you cannot find the email, call SLAC IT at (650) 926-4357, tell them you are a "contingent worker", and ask for your "SLAC System ID number".

Part 2: Take the renewal training

SLAC requires everyone renewing their badge take one online training course:

• Course 219 - ES&H Orientation Training

In the past, folks renewing their badge were able to take the shorter Course 219R - ES&H Orientation Refresher.  As of July 2024, this course is no longer available.  Everyone—new and renewing users—must now take the same Course 219 - ES&H Orientation Training.
In the past, you also had to take "Course 100R: COVID-19 Training for SLAC Employees".  This course is no longer required.

SLAC courses are similar to STARS courses: There is a series of recorded slides, along with multiple-choice questions.  You will need a computer with speakers (or headphones).

Here is how to access the SLAC training site and complete the training.

1. Access the SLAC Web Training Portal.  Your username is your SLAC System ID (SID).
   
   Starting in mid-2022, users need to set their own password for logging into the SLAC Web Training Portal.  If you last used the training portal before mid-2022, use the password SLACtraining2005!.  When you log in using this password, you will be asked to change it.  Consider using a Password Manager to keep a record of your training site password.
   
   If you have used the SLAC Web Training Portal since mid-2022, use the password that you chose back then.

   If you forgot your password for the training site, or you are having other problems with the training site, contact SLAC Training at slac-training@slac.stanford.edu.  Tell them your SLAC System ID#, and describe the problem you are having.

2. On the training site main page, there is a search box in the top-right corner of the page.  You will use that to locate the courses you need to take.  First, search for "219".  That should return the record for Course 219 - ES&H Orientation Training.  Follow the instructions on the course information page to take the course.
   At the end of the course, you'll be given an opportunity to print a course-completion certificate. You should save this as a PDF.
3. Once completed, close the course window, and you should be taken the Transcript section of the site, which will confirm you have completed Course 219 - ESH Orientation Training. This information will be sent to SLAC Security after about one hour.

If you plan on picking up your new badge today, you should wait 1-2 hours before you go to SLAC.

You can now get your renewed badge!

Part 3: Acquiring your renewed badge

1. Collect your paperwork.  You will need your existing badge.  You should also have your government-issued identification (Driver's License, passport, or equivalent ID card).  Foreign nationals may also need to bring required documents (check with SLAC's International Services Office to be sure).  If you completed training today, you will need to print your course-completion certificate and bring it with you.

2. Using the SLAC Main Gate (at 2575 Sand Hill Road), go to Building 53.  Building 53 is the large building directly behind the main gate.  There is parking in front of and around the building.

   

   Has your badge already expired?  If your badge has already expired, you will need to proceed as a SLAC visitor: Use the left lane at the main gate, stop at the guard shack, and give them your expired badge.  They will keep your badge, and direct you to Building 53.
   Do you have a two-year badge?  As of July 2024, two-year badges are deprecated, and expired in mid-September 2024.  You will need to proceed as a SLAC visitor: Use the left lane at the main gate, stop at the guard shack, and give them your expired badge.  They will keep your badge, and direct you to Building 53.

3. Go to the badging office.  Using the main entrance of Building 53, go to the left, down the hall, and the badging office will be on the right.  If someone is at the reception desk, let them know you are here to renew your badge, and they will direct you.
4. If you still have your badge with you, SLAC Security will collect it at this point.  If your badge was collected at the gate, SLAC Security will check your government-issued identification.  For foreign nationals, SLAC Security will also check your additional documents at this point.  Finally, SLAC Security will issue a replacement badge.
5. The badging office will take your certificate printouts, and your current badge (or your state-issued ID), and issue a replacement badge.

As of November 2024, the Badging Office is open 6AM to 5PM weekdays.  The Badging office is closed between 12:30PM and 1:00 PM for lunch. SLAC and Stanford have the same holidays, so the badging office is closed on University holidays (including Winter Closure).  For the most up-to-date information, along with phone numbers, check the VUE Center welcome page.  Foreign Nationals must visit between 9AM and 4:30PM, when the International Services Office is open.  If you have any other questions about the badging process, contact Darren Travis.