Off-Site Student Policy

An Off-Site Student is defined as a student:

• who is actively participating in one of Los Alamos National Laboratory’s Student Programs as a full-time, part-time, or casual employee
• whose primary work location is not on Los Alamos National Laboratory property

Offsite students and their management must comply with AM 701, AM 306.6, IMP 763 and IMP 761, all Student Program policies and eligibility requirements as well as LANL travel regulations. In addition, the student's mentor will submit a written justification, through the group leader, describing the need and educational benefit to performing work off site. The memo should also include how communication between mentor and student will occur, in what form the mentoring will occur, and how time & effort will be reported. The Education Program Office requires a revised workplan for students that will be working offsite. The memo should be addressed to Brenda Montoya, MSM709. Please refer to the items below for completeness.

In the event that the LANL mentor cannot be generally present to provide off-site mentoring to the student, joint mentoring with someone off site is required (for example: university advisor, university collaborators, etc.). It is the responsibility of the LANL mentor to initiate this contact and maintain it during offsite status. Consistent with the Los Alamos Student Programs policy, every student will have an identified mentor at all times while associated with the Laboratory Student Programs. If a memo has not been submitted and approved, offsite work cannot be conducted.

An offsite student MAY NOT perform work until the Student Program Coordinator approves the justification and off-site workplan. The mentor will be notified when the workplan and justification memo have been approved. The student must comply with the offsite arrangement for it to be productive and worthwhile (ie. accountable for time and effort, reporting deadlines, communication, etc.). In the event that the mentor determines the offsite work agreement is not working, this arrangement should be cancelled immediately and no further offsite work should be conducted.

A memo is required annually to request an off-site appointment.

Your Offsite Justification Memo must address the following items:

• Address memo to Brenda Montoya, MS M709
• Student accountability: will the student be writing a weekly report, presenting their results? How will you, as the mentor, know if the work is being done in a timely and professional manner?
• Identified offsite mentor & contact information
• Length of time expected to work offsite, final due date of project requirements (not to exceed one year).
• How the student will report their time & effort?
• How will communication between LANL mentor and student take place?
• Any expected travel plans?
• Why can't this job be done by (another) student or staff member here at LANL?
• Indication that the mentor and group leader are familiar with the Administrative Polices mentioned above and that this Offsite situation will be in compliance.
• Include a NEW Offsite Educational Workplan
• Educational benefit to the student?
• Mentors must consider the student's academic schedule while away at school. How many hours do you expect the student to work and maintain their course work and GPA?
• In the event that property is part of the offsite request, the Property Manager must prepare the appropriate paperwork.
• In accordance with the Laboratory’s Integrated Safety Management document, it is imperative that the mentor and group leader be familiar with the following sections: 3.3.1, 3.3.2, 3.3.4, and 3.3.6. In the event that the LANL line manager wants to transfer ES&H responsibility to the offsite organization, this must be done through an appropriate transfer of ES&H responsibilities as stated in section 3.3.2. A copy of the Student ISM Documentation form of ES&H responsibility must accompany the offsite justification memo OR the offsite justification memo must identify the responsible LANL line manager. This information must be communicated with the student before offsite work begins.