FERMI NATIONAL ACCELERATOR LABORATORY
|
|
f |
|
DIRECTOR'S POLICY MANUAL |
|
July 1, 2005 |
|
|
|
Approved
by: Piermaria J. Oddone, Director Revised – 03/25/08 |
|
|
|
FERMILAB
POLICY MANUAL |
|
Table
of Contents |
|
|
|
|
|
|
|
|
|
Fermilab Policy Manual |
|
This Manual provides a compilation of the
Fermilab Policies that constitute the management practices of the laboratory.
The purpose of this manual is to control Fermilab policy, practices and
procedures, to assure appropriate flowdown,
response and implementation of externally imposed requirements and internally
developed initiatives. The policy system includes necessary documentation for
receipt, distribution, review, control and response of internally and
externally imposed DOE Orders, Federal, state and local laws and regulations.
The process further provides for consistent review and interpretation of DOE
directives, Federal, State and local laws and regulations, formal
establishment of policy with implementation guidance, development of specific
implementation procedures by line organizations, independent review and
formal approval of procedures, control of changes to policy and procedures,
and independent audit and self-assessment of policy implementation. |
|
Fermilab policies typically are
initiated as a result of either external input (e.g., new DOE Orders or
Federal, State and local laws and regulations) or internal Fermilab
initiatives. External initiators, normally DOE Orders, are transmitted in
formal correspondence. Internal initiatives usually result from managers
becoming aware of Federal, state and local laws and regulations that have an
impact on the laboratory. |
|
|
|
1. Laboratory Policy |
|
Laboratory policies are top-level documents
that provide guidance to the laboratory. These documents are the expression
of the Director's management philosophy and are the management documents for
the laboratory. These policies are developed and approved by the Director
with the assistance of the Associate Director for Administration. |
|
All policy documents reside in the
Fermilab Policy Manual, which is a controlled document. Subordinate documents
implement the Director's policies and are the responsibility of the
Division/Section Heads. It is the responsibility of the Division/Section
Heads to ensure that all sub-ordinate documents developed by the Divisions
and Sections are consistent with and in support of the Director's policy. |
|
2. Programs |
|
Program documents are developed by the
Division/Section Heads to implement the policies formulated by the Director.
These programs may be laboratory-wide if necessary or directed to specific
activities as required. Programs consist of statements of strategies and
objectives, and methods to accomplish policy objectives as stated by the
Director in the Fermilab Policy Manual. Line management is responsible for
the implementation of the programs. |
|
3. Program Implementation Plans |
|
Program Implementation Plans identify Division/Section
organization, responsibilities, and resources that are necessary to
accomplish the objectives of the Division/Section programs. The plans are
developed by Division /Section personnel and are reviewed by Division/Section
Heads for consistency with laboratory programs. They are approved by
Division/Section Heads. |
|
4. Procedures |
|
Procedures are dated, detailed
step-by-step courses of action for carrying out policy or program elements.
Laboratory-wide procedures will be developed where a standard approach
throughout the laboratory is deemed the best course of action. These
procedures will be reviewed and approved by the appropriate Division/Section
Head. If they are laboratory-wide in scope they will be approved by the
Director or his designate. For example, Laboratory-wide procedures have been
established for obtaining protective footwear and eyewear. |
|
|
|
List of Fermilab Policies |
|
No.
1.000 Rev. 0 1.0
Title
|
|
|
|
|
|
2.0 Effective
Date |
|
|
1/1/99 |
|
|
|
|
|
3.0 Scope
|
|
|
The Laboratory Director has overall
responsibility for establishing and maintaining Fermilab’s policies. It is the policy of Fermilab to operate the Laboratory consistent
with all contract requirements and commitments and to comply with all
applicable DOE Orders, Federal, State and local laws and regulations. In all
cases, the Directorate receives and reviews all new DOE Orders or other requirements imposed on the Laboratory, and establishes
Fermilab policies. Specific responsibilities for policy development and
conduct of the annual review of existing policies have been delegated to the
Associate Director for Administration. |
|
|
|
|
|
4.0 Applicability
|
|
|
All Fermilab policies issued by the
Director have Laboratory-wide applicability. All Laboratory employees shall
follow Fermilab policies that are implemented by Division/Section programs
and procedures. The Directorate shall approve Division/Section programs and
procedures that implement Laboratory-wide policies. |
|
|
|
|
|
5.0 Process
|
|
|
Upon receipt of a DOE Directive, Order, or
other outside initiative, the document shall be forwarded to the Associate Director
for Administration, who is designated as the central point of contact for
these documents. The Associate Director for Administration shall review the
document, in conjunction with current policies and practices, for
applicability at Fermilab. This includes an applicability review of the
document against the Universities Research Association, Inc. (URA) contract
for the operation of the Fermi National Accelerator Laboratory to assess
consistency with contract requirements and commitments. The Associate
Director is responsible for developing a formal position on the applicability
of the new directive, and determine one of three possible courses of action:
1.) the directive does not apply to Fermilab; 2.) a waiver or postponement of
the directive's requirements should be sought; 3.) the directive does apply
in whole or in part, and sets an implementation schedule and approach for the
development of a policy and implementation plan. |
|
|
The Associate Director for Administration, is responsible for implementing follow-up
of the selected course of action. In the case of alternative 3, a
policy-working group will normally be established by the Associate Director
for Administration to draft the policy for review and approval. |
|
|
Fermilab policies may also be internally
initiated from the Office of the Director in which case the Associate
Director for Administration will provide policy development guidance to a
policy working group, which has the responsibility for drafting the policy
for review and approval. |
|
|
The policy working group assigned
responsibility for a DOE Directive or internal Fermilab initiative normally
prepares a plan for implementation of the Directive or initiative, and drafts
a policy statement for the Director’s signature. This policy shall be consistent with the Fermilab contract and
existing Fermilab policies, procedures and programs. |
|
|
All Fermilab policies require review and
signature of the Director. Approved policies shall be incorporated into the
Fermilab Policy Manual, designated by sequential number with revision number
and distributed as a formal, controlled, Laboratory-wide document. |
|
|
If formal procedures are needed for the
implementation of a new policy, the procedures will be prepared by the
responsible implementing organization. Procedures shall then be reviewed by cognizant organizations, including the Directorate, and
other line organizations, and approved by the cognizant authority. Required
training shall be conducted prior to implementation. The Directorate shall
approve all division/section level procedures that implement Laboratory-wide
policies. |
|
|
Self-assessments performed, as part of the
ongoing Fermilab Self-Assessment Program, shall include policy reviews to
assure that actual practices or operations are consistent with the intent of
the policy and any implementing procedures. |
|
|
|
|
|
6.0 Change
Process |
|
|
Change requests for all policies contained
in this manual are to be submitted to the Associate Director for Administration
in writing for processing. All changes to this manual require the Director's
signature. Revisions to Division/Section policy implementing procedures shall
require the same level of review and approval as required for issuance.
Requesters will be notified of the disposition of their requests at the
completion of the analysis of the impact on existing policies and procedures.
No others may publish or disseminate policy that has scope or effect outside
their immediate area of responsibility |
|
|
|
|
|
No. 2.000 Rev. 0 1.0
Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0 Scope This policy
addresses the employment practices of the laboratory that implement Federal,
State and local laws and regulations. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab, Users, Visitors, Fermilab contractors
and their subcontractors. |
|
|
5.0 Policy
It shall be the
policy of Fermilab to employ qualified individuals without discriminating on
the basis of race, gender, color, national origin, age, military background
and disability. All employment decisions shall be based on objectively
obtained data and uniformly applied information. The Laboratory Services
Section will publish and maintain a Personnel Policy Guide that contains the
procedures for use within the laboratory. |
|
|
No. 4.000 Rev. 0 1.0 Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0
Scope This policy
addresses the safe operation of the equipment and facilities that comprise
Fermilab. Particular emphasis is placed on continuous shift operations. |
|
|
4.0 Applicability This policy
applies to all operations that are conducted at Fermilab. |
|
|
5.0 Policy
It is the policy
of Fermilab to conduct all operations in a safe, responsible manner.
Division/Section Heads shall implement programs for their areas of responsibility
to insure that all operations are conducted in this manner. Organizations
that have continuous operations shall have procedures in place that assure
the smooth and safe transition of operations to each succeeding shift. |
|
|
|
|
|
1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
covers all of the maintenance activities at the laboratory. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab and Users, Visitors, Fermilab
contractors and their subcontractors when on-site. |
|
|
5.0 Policy
Fermilab
has four general goals for its maintenance program. 1. That facilities and equipment are maintained in an operating and safe
condition. 2. That maintenance operations are conducted in a safe, deliberate and
efficient manner. 3. That maintenance activities are carried out with minimal impact on
facility or equipment availability.
4. That systems are maintained with the objective of achieving high
reliability within an established budget. To achieve
these goals, Fermilab incorporates the following specific policies. Facility Maintenance: Fermilab
will carry out facility condition assessment surveys on a three-year cycle.
The facilities surveyed will include all buildings, structures, and
utilities. The results of the assessment will be incorporated into a
Maintenance Management Plan that will include prioritization of tasks and a long-term
schedule for completion of maintenance related tasks. Accelerator
and Beam-Line Maintenance: The
accelerators and beam-lines will be treated as systems with specific
operating goals. The relative success of achieving these goals will be tracked
by performance measures. Goals are established by agreement with the
Director. The maintenance program will be designed to meet the goals
established for each accelerator and beam-line. Fermilab's
operating goals for accelerator and beam-line systems will include: Operating
Reliability, including up-time and availability. Impact on
ES&H. For example, to minimize waste streams, minimize accident loss
time, and to provide healthful working conditions. For each
accelerator or beam-line system, the maintenance plan will be designed to
optimize predictive, preventative and corrective maintenance activities
during scheduled and unscheduled shutdowns. Each shutdown will be uniquely
configured to balance the activities, logistics and crafts required. During
periods of machine operations, short maintenance shutdowns are discussed at
regularly scheduled operations meetings and then coordinated by the Beams
Division Run Coordinator. For longer shutdowns, plans are presented at the
weekly scheduling meeting and approved by the Director. Detector
Maintenance: Major
detector systems will be treated as systems with specific operating goals,
including specific goals for up-time and availability. The relative success
of achieving these goals will be tracked by performance measures. Goals are
established by agreement with the Director. Research
equipment will be maintained under the direction of a responsible research
scientist. Maintenance will be commensurate with the requirements of the
research being done with the equipment. The maintenance program will include
a budget and schedule, and a mechanism for tracking equipment failure. A
program for preventive and predictive maintenance should also be developed if
appropriate. |
|
|
|
|
No. 6.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope
This policy
covers the negotiation and contracting for all goods and services that are
obtained by the laboratory. |
|
|
4.0 Applicability This policy
applies to all employees of Fermilab, Users and any others who use an account
at Fermilab to acquire goods and services. |
|
|
5.0 Policy
It is Fermilab's procurement
policy to abide by all provisions of the prime contract, the applicable
Federal, state and local laws and regulations, and good business practices.
It is the policy of the Laboratory to obtain competition for goods and
services in our procurements to the maximum extent practical. Authority to
Commit the Laboratory All
Division/Section Heads and a number of employees have been delegated
signature authority in various dollar amounts. This authority is for internal
management purposes and does not empower its holders to make commitments,
orally or in writing, that contractually bind the Laboratory. The authority to
make contractual commitments outside of the Laboratory is delegated
specifically to me by Universities Research Association, Inc., and I, in
turn, have authorized the Head of the Business Services Section to bind the
Laboratory contractually. He, in turn, has delegated parts of this authority
to various procurement personnel. Only those persons possessing such
specifically delegated authority may make commitments or sign documents that
contractually bind the Laboratory. Responsibility
of Staff in Dealing with Outside Organizations Scientific and
technical staff personnel often become involved in the procurement process.
These persons do not possess authority to commit the Laboratory, and they
must exercise restraint and discretion in their communications with outside
organizations so that their comments are not construed by the latter as
commitments on behalf of the Laboratory. Even casual conversation can result
in potential bidders, contractors, or vendors inferring the existence of a
commitment when it was not intended by the Laboratory. In some instances, a
legally binding oral contract or contract change could result. Procurement personnel,
as assigned by the Head of the Business Services Section, are responsible for
all negotiations on contracts and purchase orders. This authority cannot be
assumed by other Fermilab personnel. Non-Competitive
Contracting It is the
responsibility of the Laboratory to obtain competition for goods and services
in our procurements to the maximum extent practical. We have recently been
questioned about the adequacy of our justification for placement of contracts
without competition. I have requested the Head of the Business Services
Section to review our procedures for sole source justifications to ensure
that we meet the stringent criteria which we are legally bound to follow for
non-competitive procurements. After-the-Fact
Requisitions In the past, GAO
has indicated instances of after-the-fact contracting which occurred at other
laboratories as a result of Laboratory personnel dealing with contractors
prior to involvement of the Business Services Section procurement personnel.
The commencement of work can only be authorized by procurement personnel with
proper authority. The Laboratory is not obligated and will not pay for work
or services that were initiated before a legally binding contract or purchase
order becomes effective. It is possible that the Fermilab staff person making
a commitment could be personally liable to a party he or she induced to begin
work prior to the existence of a contract. Invoice
Certification Anyone certifying
an invoice for payment by the Laboratory must be fully cognizant of facts
related to such invoices, particularly that the services have been performed
or the supplies delivered in an acceptable manner. |
|
1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
addresses the appropriate use of "make or buy" decisions to
maintain appropriate skills and expertise within the laboratory. |
|
|
4.0 Applicability
This policy
applies to all Fermilab employees. |
|
|
5.0 Policy
In keeping with
its research mission, Fermilab does not routinely engage in the type of
operations (i.e., manufacturing) requiring "make-or-buy" decisions.
It is the general policy of the Federal Government to rely upon the private
sector for goods and services and to avoid competition with the private
sector. It is likewise the general policy of Fermilab to procure needed
products from the private sector at the most economical cost and not to
fabricate an item or component in-house unless the item is not available
(quality, quantity, delivery, and other essential factors considered) from a
private source at equal or lower prices. Since circumstances may exist,
however, where it is necessary and beneficial to utilize in-house facilities
and labor, the Laboratory recognizes the need to maintain and support
efficient in-house facilities and capabilities in program-critical areas. When the
requester of a product indicates that in-house sources (chargeback
organizations) should be used and where the estimated value added would
exceed $50,000, he or she shall prepare a justification which addresses the
applicable factors from the following list. A description of the work to be
performed and the justification shall then be submitted to the responsible
Division/Section Head for concurrence. The Head of the Business Services
Section will then review and approve this justification. When the estimated
value exceeds $100,000, the Directorate will also review and approve the
justification. Factors to be
Considered The technical
nature of the item, future maintenance and repair requirements, engineering,
tooling, start-up costs, market conditions, and the availability of personnel
and material. The competence,
abilities, experience, and operational capacities available from in-house and
outside sources. The effects on
the employment levels, capacity, workload and capital investments of the
in-house organization capable of providing the required product or service. The maintenance
of a well-trained work force to perform services not readily available from
commercial sources; i.e., repair of radioactive components. The
environmental, safety, health, and/or legal ramifications associated with
outside sources. The impact of the
product or service on the program schedule and/or criticality of operations. The anticipated
number and technical complexity of design changes inherent to the product. General
considerations such as the quantity, quality, delivery, and overall cost of
the required item(s). |
|
No. 8.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy covers the design of equipment and apparatus used at
Fermilab. |
|
|
4.0 Applicability
This policy applies to all Fermilab employees, Users and Visitors. |
|
|
5.0 Policy All equipment designed for use in the laboratory shall be designed in
accordance with the Fermilab Engineering Standards Manual and generally
accepted Engineering best practices. |
|
No. 9.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
addresses the badge requirements for all Users and Visitors. |
|
|
4.0 Applicability. This policy
applies to all Users and Visitors |
|
|
5.0 Policy All users are to
have valid Fermilab users' identification cards. The Laboratory issues such
ID cards only to bona fide users, defined as visiting scientists, graduate students
or technical support staff affiliated with institutions participating in
Fermilab experiments. The spokesperson for the applicant's Fermilab
experiment signs the ID application form. (A person who lacks appropriate
institutional affiliation may obtain a Fermilab user's ID card at the
specific request of the spokesperson for the applicant's experiment, or at
the request of the Fermilab Directorate.) To obtain a Fermilab user's ID, the
applicant must certify current medical insurance coverage. Fermilab users'
IDs are normally issued for two years. However, if a user's insurance
coverage or institutional affiliation lapses, Fermilab considers the user's
ID no longer valid. |
|
|
No. 11.000 Rev.
0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy addresses the
management of real and personal property at the laboratory. |
|
|
4.0 Applicability
This policy applies to all
employees of Fermilab, Users and Visitors. |
|
|
5.0 Policy Fermilab is committed to
maintaining a property management system that efficiently and economically
manages and controls property entrusted to its care. The concept of property
management at the laboratory is to assign accountability for property to the
division, the line management, and the property custodian using the item.
Operational details of the property management procedures may be found in the
Fermilab Property Manual. |
|
No. 12.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
covers all projects undertaken at Fermilab. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab, Users and Visitors. |
|
|
5.0 Policy It shall be the
policy of Fermilab that every major project be controlled using a project
management system that includes baseline definition supported by formal cost
estimates, schedules, and specifications of technical components contained in
the project. Performance is to be monitored against this baseline to achieve
project completion within cost and schedule. Change control will also be
exercised on all projects. |
|
No. 13.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
addresses the control of documents at the laboratory. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab, Users and Visitors. |
|
|
5.0 Policy All policies,
program documents, program implementation plans, and procedures shall be
controlled by the issuing organization in accordance with their internal policies.
At a minimum, all documents shall have Document number, Revision, Issue and
Date in the heading of each controlled document. The issuing organization
shall schedule reviews and updates for each document under its control as
prescribed by each document. Responsible organizations shall perform the
actual reviews with assistance from the other interested parties as
applicable. |
|
No. 14.000 Rev. 0 1.0 Title
Security and Site
Access |
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
covers all Security operations at Fermilab. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab, Users and Visitors. |
|
|
5.0 Policy It shall be the policy
of Fermilab to provide physical security to ensure appropriate levels of
protection against unauthorized access; loss or theft of government property;
and other acts that may cause unacceptable or adverse impacts to programmatic
activities or the health and safety of Fermilab and DOE employees, the
public, or the environment. Employees, Users,
and Subcontractor personnel are expected to exercise care toward meeting the
goals of this policy. Potential threats will be identified and measures taken
to prevent loss. Where losses have occurred, they will be reported to the
responsible manager and to the Security Department. The Security Department
of the ES&H Section has specific responsibility to provide physical
security. This includes personnel security, security patrols, traffic
control, investigation of property loss, and
assistance in dealing with threats of violence. Fermilab permits
access to the site only through controlled access points. Access to the site
is controlled by the use of a Fermilab car sticker, Fermilab identification
card, or a pass issued by Fermilab. During special events such as concerts or
public lectures attendees and other site visitors are permitted on site
without a pass at designated gates. However, on-site travel is limited to the
specific area or building where the special event is taking place and
visitors are required to leave the site upon completion of the event. People requiring
continuous daily access to the laboratory for Fermilab business for more than
six months should be issued ID cards and stickers. Daytime only passes are issued for periods up to six months for
temporary hires, seasonal hires, non-laboratory employees (vendors and
subcontractors) who have regular business with the laboratory, students
enrolled in education programs that last more than a day, and teachers in
summer programs. Passes are good at any open gate designated on the pass.
These passes are issued by the Division/Section Office or by the Key and ID
Office. A list of the names of those to whom passes are issued, and for what
period of time, is transmitted weekly by e-mail to the Key/ID Office, which
keeps an electronic master list. 24 hour passes are issued for periods up to six months for
people who need access at any hour, typically temporary hires or
subcontractors on shift or working outside the normal daytime hours. This
pass is issued by the Division/Section Office or by the Key and ID Office. A
list containing the names of those to whom passes are issued is transmitted
weekly by e-mail to the Key/ID Office, which keeps an electronic master list.
Gate passes are color coded by gate ( Security collects
reclaimed passes daily and maintains statistics on issue and returns, by
gate. |
|
No. 15.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
covers all financial activities carried out under the URA-DOE prime contract.
|
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab and Laboratory Users. |
|
|
5.0 Policy
Budgeting - It is the responsibility of the Director's Office
to oversee the budget process. The Director will offer general guidance and
define the goals of the laboratory. Division/Section Heads shall insure that
methodology is in place to execute the budget process. Accounting - All financial activities will be carried out in
accordance with generally accepted accounting principles, The Department of
Energy accounting manuals and orders, the URA contract, Department of the
Treasury, Labor, and Health and Human Services regulations. |
|
No. 16.000 Rev. 1 (11/09/00) 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
addresses the use of discretionary funds at the laboratory. |
|
|
4.0 Applicability
All Fermilab
employees. |
|
|
5.0 Policy
Documentation
Requirements Use of all
Discretionary Funds must be well documented, identifying at a minimum the
following: 1.
Purpose 2.
A direct benefit to the Lab must be
shown. 3.
Individuals present and their
relationship to the Lab 4.
A list of names and the organizations
they represent shall be well documented. For example: business lunches shall
include a list of those in attendance. If the list is extensive, such as
would be the case for an awards ceremony, a list of those invited and/or
recognizable groups may be substituted. 5.
Time and Date of the Expenditure 6.
Time and date shall be tied to the
occasion for which the expenditure is being made, as well as the date the
expense was incurred. Note: Proper
documentation must accompany all reimbursement requests to URA Headquarters. Limitations on
Expenditures Good Business
Practices should be observed in order to maximize the effectiveness of the
Discretionary Funds. Accordingly, the following limitations will be observed
unless there are extenuating circumstances Individuals
attending the functions or benefiting from the expenditures shall be directly
associated with the Lab either through an employment or business
relationship. As a general
rule, unless the guests of honor are encouraged and are bringing their
spouses, employee spouses will be excluded from official functions that rely
on Discretionary Funds to cover the costs. Certain
exceptions will apply, i.e., spouses of employees who are being honored for
outstanding service, on the occasion of their retirement, or upon their
transfer to another position outside the Laboratory, or spouses who play a
significant role in hosting an event, e.g., informal gatherings at private
residences. On those few
occasions involving Laboratory-wide activities, this rule may be relaxed. Alcoholic
beverages, served where appropriate at business meetings, may be served in
strict moderation. Food and beverage
costs, associated with various time periods of the day, shall observe the
following average cost limitations: Breakfast
$15.00 Lunch
$30.00 Dinner
$55.00 Personal expenses
are to be excluded from reimbursement. Telephones in residences
are by definition construed to be a personal expense, unless the line is a
dedicated line for official business only. This does not preclude individual
business calls from being reimbursed. Similarly, cellular telephones are not reimbursable, unless their installation and use can be
identified as justifiable from a business standpoint (periodic reviews should
demonstrate a minimum of 86% business use). Individual business calls from
cellular telephones are reimbursable. Cleaning personal
residences, such as the Director's residence, will not be reimbursed unless
it is done immediately prior to, or after, an official function being held at
the residence. Stocking personal
liquor cabinets at private residences is prohibited from reimbursement unless
the alcoholic beverages are stored in a locked cabinet that is separate from
the personal stock. Use of the contents of a cabinet stocked for business
purposes will be restricted to business use only. Given the potential
negative public perception associated with this expense, these expenses will
be discouraged. Rather, alcoholic beverages if any should be purchased and
reimbursed for a specific business occasion Donations to
Private Charities. Donations to
private charities are not reimbursable unless done in lieu of flowers to
honor a deceased employee or other person connected with the Laboratory. The
donation in lieu of flowers should be at the request of the deceased’s immediate family. Lab
personnel authorized to approve these
expenditures should be sensitive to the appearance of discriminating against
other charities not selected. Civic
Participation. Civic
participation, using Discretionary Funds, shall be limited to Lab oriented
outreach programs. As such, they should be reviewed for possible reimbursement
via the contract itself, where appropriate. Additionally, personnel
authorized to approve these expenditures must be sensitive to the potential
for the Lab to appear to favor one group over another. Gifts and
Mementos Gifts and
mementos are to be limited to (a) rare occasions, e.g., the exchange of gifts
with international visitors and (b) a dollar value
not to exceed $100. The Laboratory Director or Associate Director for
Administration must approve all expenditures of Discretionary Funds for gifts
or mementos. Honoraria Honoraria will
not be provided to any employee of a DOE Laboratory nor
to any individual who is compensated directly, in whole or in part, from an
URA Laboratory funded program. Items
Requiring Sensitivity Frequency of Events:
Events that can
be construed to be primarily social shall be reviewed for frequency as well
as purpose. Discretionary Funds shall not be used to celebrate birthdays,
promotions, change of position, etc. The intent of the Discretionary Funds is
to benefit the Lab, not one or a few specific persons. Commingling
Personal with Business Expenditures: Where available,
a separate business club membership account shall be maintained when the
frequency of use by Lab personnel dictates such an account would be
appropriate and desirable in preserving a focused audit trail. Authorization
for Exceeding Guideline Limitations
Authorization for
reimbursing expenditures that exceed the guideline limits shall be vested
with the Laboratory's Director or Associate Director for Administration.
Appeals regarding disagreements are to be channeled to the URA Vice President
or Treasurer. The extenuating
circumstances dictating a need to exceed these guidelines should be well
documented, identifying the circumstances, the rationale, and the need to do
so. Internal
Controls Proper internal
controls will be implemented to ensure that all Discretionary Funds are
expended in accordance with these guidelines. |
|
|
|
|
No. 17.000 Rev. 0 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
addresses all outreach operations conducted by the laboratory. |
|
|
4.0 Applicability This policy applies
to all employees of Fermilab, Users and Visitors. |
|
|
5.0 Policy Fermilab will
conduct an active, ongoing program to involve the community and all
stakeholders in the decision processes that impact the laboratory’s relationship with the surrounding communities.
Fermilab also utilizes its resources to further academic excellence in the
surrounding communities. |
|
1.0 Title
|
|
|
2.0 Effective
Date 6/12/00 |
|
|
3.0 Scope This policy
addresses all construction activities at Fermilab and assigns oversight
responsibility for construction. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab and Users. |
|
|
5.0 Policy
A single line of
management will be established for each construction project regardless of
the number of phases involved and/or crossover of organization lines. Where
different divisions/sections are responsible for individual phases of work, a
memo of understanding will be generated by the organization holding the
budget, clearly establishing line responsibilities and interfaces for project
management and oversight including ES&H. |
|
No. 19.000 Rev. 1 1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy
covers all training activities at the laboratory. |
|
|
4.0 Applicability
This policy
applies to all employees of Fermilab, Users, Visitors and any others that may
accomplish work at the laboratory. It currently only applies rigorously to
ES&H training. Work is underway to expand it to apply to all training. |
|
|
5.0 Policy It is the policy
of the laboratory to assure all necessary training has been provided to
employees of the laboratory and any others that may perform work at the
laboratory. All mandatory training required of an employee that must be
renewed shall be reported by the training organization. All training records
shall be maintained in the central database, which will be utilized by all
Divisions and Sections. No work for which training is required may be
performed by an employee whose training has expired. Grace periods, if
allowed for Laboratory-imposed retraining requirements, will be specified in
the Laboratory document imposing the requirement. It shall be the
responsibility of line management to develop training plans for each employee
in their organization and ensure that training as planned is received by each
employee.
|
|
1.0 Title
|
|
|
2.0 Effective
Date 1/1/99 |
|
|
3.0 Scope This policy addresses the use of self-assessment methods by all
Fermilab organizations. |
|
|
4.0 Applicability
This policy applies to all Divisions/Sections of Fermilab. |
|
|
5.0 Policy It shall be the policy of Fermilab to continually improve its systems
and processes by utilizing a system of self-assessments. Results of the
assessment process are to be used to identify areas in need of improvement
and set priorities for actions that will institutionalize improved more
efficient processes. Each Division/Section Head shall insure that all of the significant
processes and activities under his/her control are assessed at least once
every three years and appropriate corrective action taken if necessary. |
|
||||||
|
|
||||||
|
No. 22.0000 Rev. 1 1.0
Title
|
||||||
|
2.0
Effective Date 06/09/06 |
||||||
|
3.0
Scope This policy
covers all appointments for scientific staff at Fermilab. |
||||||
|
4.0
Applicability All Fermilab
employees. |
||||||
|
5.0
Policy I. PRINCIPLES Personnel
practices for scientific staff at Fermilab are based on the following
principles: (a) Fermilab was built as
a national laboratory and is intended primarily for the use of visiting
scientists. Every member of the
scientific staff at Fermilab is expected to contribute to the development and
operation of the Laboratory. (b) In
order to ensure that Fermilab's program is of the highest quality, it is
essential that members of the scientific staff, as noted in Section IV, be given
the opportunity to engage in self-directed research in areas of science
related to the Laboratory programs. (c) Intellectual
contributions in areas of physics related to the Laboratory programs,
technology related to the Laboratory programs, and leadership, shall be
recognized on an equal footing. (d) Personnel
practices shall be uncomplicated and made known to all who are affected by
them. They shall be applied fairly and
uniformly. (e) Fermilab will strive
to remain competitive with other similar institutions in attracting and
retaining qualified scientific staff members. (f)
It is the policy of Fermilab to pursue
its scientific goals with an emphasis on equal employment opportunity and a
special dedication to human rights, diversity, and dignity. II. COMMITTEE ON SCIENTIFIC
APPOINTMENTS The
Director shall appoint a Fermilab Committee on Scientific Appointments (FCSA)
normally consisting of about ten Scientists or Applied Scientists who would
serve staggered three-year terms. FCSA
shall be involved in the hiring, review, promotion, and termination of
scientific staff members in order to ensure that the personnel practices are
applied fairly and uniformly, and that the proper professional standards are
maintained. FCSA shall be an advisory
committee to the Director. The
Director shall appoint an individual to function as a permanent, non-voting,
secretary to FCSA. III. CLASSIFICATIONS The
following classifications exist for members of the scientific staff at
Fermilab: (a) Associate
Scientist (includes Wilson Fellow and Peoples Fellow): Scientific
staff members on term appointments are appointed as Associate
Scientists. This appointment usually
represents the first step beyond the level of Research Associate. Associate Scientists are appointed by the
Director, after review by FCSA, and they serve at the Director's
pleasure. The position roughly
corresponds to Assistant Professor at a university. The letter of appointment
shall specify the exact duration of the term appointment (generally three
years) and shall indicate the fraction of time which the appointee may devote
to self-directed research in areas of science related to the Laboratory
programs. (This time fraction will
henceforth be referred to as the research fraction). Since Wilson and Peoples Fellows are
devoted entirely to research, the direction of their work is made by
agreement with the appropriate Associate Director. (b) Applications Physicist: Scientific staff members who have the
experience typical of a Ph.D. and several years in science related to the
Laboratory's programs, who have specific areas of expertise, and who can
apply the skills of that background to Fermilab's accelerator and facility
support, may qualify for appointment as an Applications Physicist. This appointment may be without time limit
and is made by the Director, who may request FCSA advice on the
appointment. Applications Physicists
serve at the Director's pleasure. (c) Applied Scientist: Scientific staff members who have distinguished
themselves by their contributions in one particular area of applied science
may qualify for an appointment without time limit as Applied Scientist. These appointments are made by the
Director, after review of the candidate's qualifications by FCSA. Initial appointment as an Applied Scientist
or Scientist is subject to approval by the Fermilab Board of Overseers. The
Applied Scientist classification is subdivided into three levels of
increasing rank: Applied Scientist I, Applied Scientist II and Applied
Scientist III (roughly corresponding to university Associate Professor, Full
Professor, and Distinguished/University Professor, respectively). In the event that an Applied
Scientist must be terminated, such an action shall require a written statement
of the reasons, a majority vote of FCSA, the consent of the Director, and
approval by the Fermilab Board of Overseers.
In exceptional circumstances such as a major restructuring of the
Laboratory, termination of Applied Scientists will require the approval of
only the Fermilab Board of Overseers. (d) Scientist: Scientific staff members who have
distinguished themselves by a wide range of contributions in physics related
to the Laboratory programs, technology related to the Laboratory programs, or
leadership, may be recognized by an appointment without time limit as
Scientist. These appointments are made by the Director, after review of the
candidate's qualifications by FCSA.
Initial appointment as a Scientist or Applied Scientist is subject to
approval by the Fermilab Board of Overseers.
The Scientist classification is subdivided into three levels of
increasing rank: Scientist I,
Scientist II and Scientist III (roughly corresponding to university Associate
Professor, Full Professor, and Distinguished/University Professor,
respectively). In the event that a Scientist must
be terminated, such an action shall require a written statement of the
reasons, a majority vote of FCSA, the consent of the Director, and approval
by the Fermilab Board of Overseers. In
exceptional circumstances such as a major restructuring of the Laboratory,
termination of Scientists will require the approval of only the Fermilab
Board of Overseers. (e) Guest
Scientist: This is a term
appointment made by the Director.
Guest Scientists normally have positions at other institutions and
receive appointments at the Laboratory to carry out specific duties and
responsibilities related to the Laboratory programs. Fermilab scientists who have retired from
employment at the laboratory may also receive Guest Scientist appointments to
continue their self-directed activities. (f) Emeritus Appointments: The Director may recommend Emeritus status
for a retiring Fermilab scientist to the Fermilab Board of Overseers. The
Laboratory support and resources to be made available to the Emeritus Staff
Member will be determined by the Director.
The individual will be eligible to apply for research grants. On occasion the Laboratory
and an Emeritus Staff Member may agree that the latter be returned to active
service to assist in some task in either a part-time or full-time salaried
position. Continued participation in
the Laboratory research activity would be typical. IV. RESEARCH Associate
Scientists, Applied Scientists and Scientists may undertake self-directed
research in areas related to the Laboratory programs, with the fraction of
their time devoted to this being negotiated with the Division/Section Head or
in some instances the Director. For
Applications Physicists, such work is not normally undertaken, but can be
with the approval of the appropriate Division/Section Head. V. ANNUAL REVIEW OF PERFORMANCE All
Associate Scientists, Applications Physicists, Scientists and Applied Scientists
receive annual reviews of their performance; an up-to-date CV shall be
provided as a part of this review.
Also included in the review will be performance in the area of
Environment, Safety and Health. The
results of these reviews shall be used as the primary basis for salary
adjustments and as part of the basis for promotions. The research fraction may be reviewed and
changed through negotiations as noted in Section IV. VI. APPOINTMENT AND PROMOTION CRITERIA AND
EXPECTATIONS Associate
Scientist Successful candidates for
Associate Scientist appointments will be highly recommended from inside and
outside the immediate circle in which they work, and from members and
non-members of the Fermilab staff.
They will also be judged to have the potential to make contributions
to the Laboratory that will subsequently qualify them either for a Scientist
I or an Applied Scientist I appointment.
Candidates' abilities are judged on the basis of past career performance,
their qualifications with respect to a posted job description, and on their
future potential. Promotion
to Scientist I or Applied Scientist I Associate Scientists who
are promoted to either scientist category will have demonstrated an ability
to do self-directed work. They will
have made original contributions either in science or in an area of
technology. These contributions shall
be recognized as significant by the broader international community of
scientists working in and out of the candidate’s area of expertise. Scientists will have a
broad ability to contribute to the programs of the Laboratory and could be
expected to successfully contribute in many of the following areas: development of scientific theory and
phenomenology, technology development and construction, software development,
initiation and implementation of analyses, publishing of results, and
leadership of others in organizations devoted to achieving these goals or in
the operation of the Laboratory. Applied Scientists will
have an ability to contribute to the programs of the Laboratory with a level
of achievement at the same level as that required of a Scientist but in a
more narrowly focused way with a high level of specialization and achievement
in either science or technology. The criteria to be
considered for promotion from Associate Scientist to Scientist I or Applied
Scientist I fall generally into three areas: scientific achievements,
technical achievements, and leadership.
The standard for performance in each of these areas is as follows: 1. Science: The candidate should demonstrate an ability
to carry out original, significant research leading to publication in
refereed journals. The record of
publications will be among the criteria considered. The body of this work should reflect
significant intellectual contributions from the candidate that are recognized
by scientists working in the area as well as those who are not. 2. Leadership:
Leadership can be demonstrated in a number of ways that can range from the
successful completion of important projects, from small to large, to the
management of a large operating organization.
Successful leadership in any of these environments will include the
ability to plan, organize, direct, and oversee the work of others and to do
so in a way which effectively accomplishes the goal of the organization while
inspiring others to follow the direction of the candidate. The ability to make good decisions and take
actions which use the resources of the Laboratory effectively and to
efficiently carry out the mission of the organization should be
demonstrated. Leadership may also be
demonstrated by actions taken to influence the scientific or technical
direction and success of the Laboratory leading to new programs or
capabilities or developing new competencies. 3. Technical expertise: This can
be demonstrated by designing or creating technical apparatus or software at
or beyond the state-of-the-art to further the scientific program of the
Laboratory. The technical expertise
should be exceptional in that the candidate should be judged by peers and
others to be an acknowledged expert in the area. This expertise will generally consist of a
strong technical component and should transcend standard engineering
practices. Technical expertise may be
demonstrated by publications, drawings, technical memos, or existing software
or hardware. The existence of a
working system should be accompanied by appropriate publications and
documentation. Recognition of
technical expertise should also be demonstrated by letters from independent
experts. An Associate Scientist who
becomes a parent by birth or adoption will be granted an additional year of
this appointment, with a concurrent year’s delay in consideration for promotion, upon written request to the Associate
Scientist’s
Division Head and to the Head of the
Laboratory Services Section. Other
written requests for delay of promotion consideration may be granted for
reasons such as serious illness. Promotion
to Scientist II or Applied Scientist II Promotion to Scientist II or
Applied Scientist II requires additional accomplishments beyond the level for
Scientist I or Applied Scientist I.
The normal expectation would be for promotion to be considered after
about six years as Scientist I or Applied Scientist I. Promotion to Scientist II (or Applied
Scientist II) is expected in the sense that all Scientist Is (or Applied
Scientist Is) should, in the normal course of their work, be promoted. Scientist II or Applied Scientist II is
usually the highest rank achieved by a scientist during their career at the
Laboratory. Promotion
to Scientist III or Applied Scientist III For promotion to the level
of Scientist III or Applied Scientist III, the same general criteria shall be
used as have been established for appointment to the general categories of
Scientist and Applied Scientist.
However, the candidate must have demonstrated substantial and
sustained professional contributions to the Laboratory or have established a
comparable record of significant professional achievement in the field,
recognized by the broader scientific community. Clear evidence of superior
performance relative to one’s peers shall be necessary. Appointment to Scientist III or Applied
Scientist III is reserved for those Laboratory scientists who have distinguished
themselves by exceptional achievements. The candidate must have
demonstrated considerable and unusual leadership ability pertaining to the
scientific or technical achievements of the Laboratory, a professional
specialty, or a significant area of laboratory management. Leadership ability is indicated, not only
in a managerial context, but also by the person’s ability to inspire, influence, and direct others to significant goals and
achievements. VII. FCSA PROCEDURES Associate
Scientist The initial appointment of
an Associate Scientist is generally for a term of three or more years ending
on a September 1. Usually, a second Associate Scientist term is recommended
by FCSA to the Director, to end on September 1 three years after the end of the
first term. Associate Scientists are
reviewed by FCSA again by the beginning of the last year of their term, which
gives them a year’s notice if there is no
further appointment granted. This
review generally results in a recommendation to promote (Applications
Physicist, Applied Scientist, Scientist) or
terminate at the end of the current Associate Scientist term. Consideration by FCSA for promotion of an
Associate Scientist before the beginning of the last year of their term is
occasionally carried out on the recommendation of a candidate’s Division Head; it can also be initiated by the candidate. The terms of Peoples and
Wilson Fellows, including one evaluation and renewal, are five years. Associate Scientists in particle- or astro- theory have a single five year term. The candidate’s Division Head makes
the case to FCSA for a promotion by
providing a CV and reference letters; generally about three letters from
Fermilab staff members and three letters from persons outside Fermilab are
provided. In its evaluation of a
candidate for promotion, FCSA uses the criteria given in Section VI,
above. It is looking for overall
excellence, with evidence of scientific initiative and innovation. FCSA should be cognizant of the fact that
the tasks assigned to the candidate by the Division Head may allow less time
for one or more of the three areas of science, technical expertise, and
leadership. Letters supporting
promotion are requested by the candidate’s Division Head or designee, from suggestions by
the candidate and from the Division
Head’s own
knowledge. The request letters should be based on a
common template, and comparison of the candidate with others should be
included. Some of the letters should
be from outside the immediate collaborators of the candidate. FCSA may also obtain additional information
on the candidate, by interviews and letters. FCSA makes a written
recommendation to the Director regarding the promotion, or otherwise, of a
candidate. The Director may make a
recommendation for promotion, together with supporting material, to the
Fermilab Board of Overseers. In
submitting the recommendation to the Board of Overseers, the Director will
make clear what are the expectations for the role that the
candidate scientist will play in the Laboratory. In the case of a candidate
for whom the Division/Section recommendation is for no further appointment
after the termination of the current Associate Scientist appointment, FCSA
will review the documentation supplied by the Division/Section Head for
consistency, and make comments on this in a memo to the Director. Promotions
from Scientist or Applied Scientist I to II: Annually, FCSA requests
recommendations from Division Heads for promotions of Scientist/Applied
Scientist Is to IIs. The Division Head provides a written
recommendation, generally with an accompanying note from the candidate’s supervisor. In
addition, FCSA reviews all Scientist Is and all Applied Scientist Is, and may
decide to consider candidates additional to those suggested by Division
Heads; the process can also be initiated by a candidate. FCSA may obtain additional information on
candidates, by interviews and letters.
In its review of the candidate, an important consideration for the
Committee is whether the candidate has demonstrated some significant
achievement since becoming a Scientist I or Applied Scientist I. FCSA provides a written
summary to the Director of its recommendations for promotion, and also of any
recommendation not to promote a candidate who had been recommended for
promotion by a Division Head. Promotions
from Scientist or Applied Scientist II to III: About
every two years, the Director appoints an ad-hoc committee of Scientist IIIs to recommend promotions to Scientist III or Applied
Scientist III. VIII. PERSONNEL PRACTICES The
Laboratory Personnel Policy Guide applies in all instances to scientific
staff members except where this policy on appointments makes specific
statements regarding procedures. IX. APPEALS ON APPOINTMENT PROCEDURE Actions
taken or proposed relative to Associate Scientists or Applications Physicists
can be appealed through the normal grievance procedure or to the
Director. Appeals for individuals
classified as Applied Scientists or Scientists can be made through the grievance
procedure or to the President of URA.
Appeals should be in written form. |
||||||
|
|
|
No. 23.000 Rev. 0 1.0
Title
|
|
|
|
2.0
Effective Date 1/1/99 |
|
|
|
3.0
Scope This policy addresses
the management of public affairs at Fermilab. |
|
|
|
4.0
Applicability All Fermilab
employees. |
|
|
|
5.0
Policy Tell the truth. Connect. Respond
promptly. Listen. Have some style.
Use technology. Show discretion.
Try new ideas. Take people to
lunch. Collaborate. Say thank you. |
|
|
|
No. 24.000 Rev. 0 1.0
Title
|
||
|
2.0
Effective Date 1/1/99 |
||
|
3.0
Scope This policy addresses
the processing of Freedom of Information requests. |
||
|
4.0
Applicability All Fermilab
employees. |
||
|
5.0
Policy If you receive a request for information citing the
Freedom of Information Act (FOIA), you are to advise the Fermilab Legal
Office and work with them in preparing the necessary response or in taking
any other appropriate action. The Legal Office has a formal procedure in
place for handling FOIA requests. It is important
to note that under the terms of our prime contract, certain Fermilab-related
records belong to URA, and not to DOE. These types of records primarily
involve procurements (subcontracting) and personnel. In this regard, a
request citing FOIA which is addressed to a URA employee and seeks records
that are the property of URA is not a proper FOIA request, and the records
are not subject to release under FOIA. You are nevertheless to advise the
Legal Office if you receive what appears to be a FOIA request of this nature.
|
||
|
No. 25.000 Rev. 0 1.0
Title
|
||
|
2.0
Effective Date 1/1/99 |
||
|
3.0
Scope This policy
addresses smoking at Fermilab. |
||
|
4.0
Applicability This policy
applies to all employees of Fermilab, Users, Visitors, Fermilab contractors
and their subcontractors. |
||
|
5.0
Policy Smoking is not
permitted in any of the buildings at Fermilab. Smoking within 25 feet of any
building entrance or air intake is not permitted. |
||
|
No. 26.000 Rev. 0 1.0
Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0
Scope This policy
addresses substance abuse at Fermilab |
|
|
4.0
Applicability This policy
applies to all employees of Fermilab, Users, Visitors, Fermilab contractors
and their subcontractors. |
|
|
5.0
Policy Substance abuse
in the workplace poses undue health and safety risks for the user and all
others in our environment. It is every employee's responsibility to make
Fermilab a drug-free workplace. Resources are available to assist an employee
with a potential substance abuse problem before it becomes a disciplinary
concern. Evaluations and referrals can be arranged through the laboratory
physician or the employee assistance counselor. All such referrals shall be
kept strictly confidential. Employees shall
notify the Laboratory of any criminal drug statute conviction for a violation
that occurred in the workplace within five days of such a conviction. All
employees are obliged to abide by the terms of this policy as a condition of
continued employment. |
|
|
No. 27.000 Rev.
0 1.0 Title
|
|
|
2.0 Effective Date 1/1/99 |
|
|
3.0 Scope This policy addresses working conditions at Fermilab. |
|
|
4.0 Applicability This policy applies to all employees of Fermilab, Users, Visitors,
Fermilab contractors and their subcontractors. |
|
|
5.0 Policy It is the policy of Fermi National Accelerator Laboratory that all our
employees and guests will enjoy a work environment free from all forms of
harassment, to include those based on gender or sexual preference. Sexual harassment is a form of misconduct that undermines the
integrity of the employment relationship. No employee-either male or
female-should be subjected to unsolicited and unwelcome sexual overtures or
conduct, either verbal or physical. Sexual harassment does not refer to occasional compliments of a
socially acceptable nature. It refers to behavior which is not welcome, which
is personally offensive, which debilitates morale, and which, therefore,
interferes with our work effectiveness. Such conduct, whether committed by supervisors or non-supervisory
personnel, independent contractors or vendors or guest researchers, is
specifically prohibited. This includes: repeated offensive sexual flirtation;
advances or propositions; continued or repeated verbal abuse of a sexual
nature; graphic or degrading sexual comments about an individual or his/her
appearance; or any offensive or abusive physical contact. This policy also
prohibits the use of electronic communications to download or transmit
materials with pornographic, profane or sexually explicit content. In addition, no one should imply or threaten that an applicant or
employee’s
"cooperation" of a sexual nature (or refusal thereof) will have any effect on the individual's employment,
assignment, compensation, advancement, career development, or any other
condition of employment. We require employees to promptly report sexually harassing conduct
they experience, learn of, or witness. All complaints will be investigated
promptly, thoroughly, and with respect for the confidential nature of these
complaints to the extent possible and practical. Offenders will be subject to
corrective action, including discipline, up to and including termination. The
Laboratory will not tolerate any form of retaliation against persons who make
a complaint, assist in the investigation of a complaint, or cooperate in the
investigation. If an employee has any questions regarding this policy or feels he or
she may have a complaint of harassment, the employee should contact the Equal
Opportunity Manager, the employee's department head or the employee’s immediate supervisor
if appropriate. If the alleged
harasser is a supervisor, the employee should bring the complaint to one of
the individuals outside of the chain of command as indicated in this policy. |
|
|
|
|
|
No. 28.000 Rev. 0 1.0
Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0
Scope This policy
addresses Emeritus status for retiring employees. |
|
|
4.0
Applicability All Fermilab
employees. |
|
|
5.0
Policy The Director may
recommend Emeritus status for a retiring Fermilab scientist or engineer to
the Fermilab Board of Overseers. If approved by the Board, the individual
will be offered Emeritus status. The Laboratory support and resources to be
made available to the emeritus Staff Member will be determined by the
Director. The individual will be eligible to apply for research grants. On occasion the
Laboratory and an Emeritus Staff Member may agree that the latter be returned
to active service to assist in some task in either a part-time or full-time
salaried position. Continued participation in the laboratory research
activity would be typical. |
|
|
No. 29.000 Rev. 0 1.0
Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0
Scope This policy
addresses guest appointments at the laboratory. |
|
|
4.0
Applicability All visiting professional
employees of other organizations. |
|
|
5.0
Policy From time to time
it will be desirable and necessary to support the Fermilab mission by making
temporary or term appointments to visiting professionals. Motivations for
such appointments can range from fostering international collaboration to
fulfilling a short-term need for specific expertise. When it becomes
desirable to make such appointments the following policy will apply:
|
|
|
1.0
Title
|
|
|
2.0
Effective Date 1/1/99 |
|
|
3.0
Scope This policy
addresses the protection of the ozone layer. |
|
|
4.0
Applicability This policy applies
to all employees of Fermilab, Users, Visitors, Fermilab contractors and their
subcontractors. |
|
|
5.0
Policy To alleviate
depletion of the stratospheric ozone layer, Fermilab is committed to insuring
that its operations significantly reduce the use of ozone-depleting
substances over the next several years, where practicable, and minimize the
emissions of these substances to the atmosphere, with a goal of ultimately
phasing out their use. It is Fermilab's policy to maximize the use of safe alternatives
for ozone-depleting substances. To promote this, Fermilab shall establish
cost-effective, affirmative procurement programs to acquire safe
alternatives. Preference shall be given to procuring alternative chemicals,
products and manufacturing processes that reduce overall risks to human
health and the environment by reducing the depletion of ozone in the upper
atmosphere. Fermilab shall exercise leadership by maximizing recovery,
recycling and conservation of ozone-depleting substances, and by minimizing
emissions of these substances beyond regulatory requirements, where
practicable. |
|
|
|
|
|
No.
31.000 Rev. 0 1.0
Title
|
|
|
2.0 Effective Date 1/1/99 |
|
|
3.0 Scope This policy addresses the rights of demonstrators at the laboratory. |
|
|
4.0 Applicability This policy applies to all employees of Fermilab, Users, Visitors,
Fermilab contractors and their subcontractors. |
|
|
5.0 Policy We are obligated to protect the right of any citizen to express their
opinion under the First Amendment to the Constitution of the Off-Site Demonstrations It is the policy of the Security Department to merely observe the
conduct of demonstrators operating in close proximity to Fermilab. Security
Officers will NOT engage demonstrators in conversation or argue points of
view. In the event demonstrators obstruct the passage of persons onto or from
Fermilab, the senior on- duty Fermilab Security Representative should
be contacted. That person will make appropriate notifications to local law
enforcement. On-Site Demonstrations Unless otherwise directed by Fermilab Management, Security Officers will
merely observe the conduct of demonstrators. Security Officers will not
engage demonstrators in conversation or argue points of view. Security
Officers will immediately report the presence of demonstrators to the senior
on-duty Fermilab Security Representative who will go to the scene and
unobtrusively observe. Should the demonstrators engage in conduct which negatively impacts
the operation of the Lab or jeopardizes the life/safety of the demonstrators
or others, the Fermilab Security Representative will ask for voluntary
cessation of the action/conduct. If necessary, the appropriate local law enforcement agency will be
contacted and the demonstrators removed from the Federal property. Off-normal occurrence notifications will be made in either event to
the Chief of Security, Head, Emergency Management, the
Directorate and, as directed, the Legal Department and Public Affairs Office.
|
|
1.0
Title
|
|
|
2.0 Effective Date 1/1/99 |
|
|
3.0 Scope This policy addresses the payment of honoraria. |
|
|
4.0 Applicability All Fermilab employees. |
|
|
5.0 Policy Fermilab on occasion invites outside experts to review or advise on parts
of the Laboratory's program; in addition to expenses the Laboratory sometimes
provides honoraria to these experts. It will be Fermilab policy that an
honorarium can only be paid to a DOE-supported expert (e.g. an employee of
another DOE national laboratory) when the review/advice is for Fermilab
activities outside of its core high-energy physics program. |
|
|
No. 33.000 Rev.
0 1.0
Title
|
|
|
2.0 Effective Date 1/1/99 |
|
|
3.0 Scope This policy addresses the interactions of Fermilab staff with
legislators. |
|
|
4.0 Applicability This policy applies to all Fermilab employees and users. |
|
|
5.0 Policy Fermilab staff may receive requests for information from legislators
or their staffs. It is imperative that the response to these requests,
prepared during working hours or using government owned equipment, meet the
following conditions: 1. Before any work is done, the Public Affairs Office of the
Directorate must be notified of the request. Often a request for a particular
piece of information is made to more than one person and Public Affairs can
prevent unnecessary duplication of work. 2. The response must be transmitted to the legislator or staff person through
Public Affairs. 3. The response must result from a documented request, either prepared
by the requester, or a note to file outlining a verbal request. The latter
should include the name and title of the requester, plus the date and
substance of the request. A copy of this documentation is to be provided to
Public Affairs along with the response. 4. As required by the URA-DOE contract, the response must contain the
following disclaimer; "This information does not present the views of
DOE." The reason for the above requirements is: first, to be sure that some
central point in the laboratory is cognizant of such requests and to assure
accurate and consistent information is supplied to such requesters. Second,
without adequate documentation, DOE auditors or the Inspector General could
disallow the costs, forcing URA to pay all costs associated with preparing
and sending the response. Any questions where some request for information is covered by these
requirements, contact Public Affairs, the Legal Office, or the Associate
Director for Administration. |
|
No. 34.000 Rev. 0 1.0
Title
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
2.0
Effective Date 1/1/99 |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
3.0
Scope This policy
covers the use of Fermilab owned tools and equipment used in the
accomplishment of subcontractor work at the laboratory. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
4.0
Applicability This policy
applies to all subcontractors of Fermilab and all those entities that bid on work
at the laboratory. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
5.0
Policy It is the policy
of Fermilab to require all subcontractors to supply and use their own tools
in the performance of work at the laboratory. The only exceptions that may be
made are in those instances where the loan of tools is in the best interest
of the laboratory. If tools are loaned, appropriate paperwork must be
completed and the laboratory held harmless should accident or injury occur
during the use of loaned tools.
1.0 Title No. 37.000 Rev.
0
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
1.0 Title No. 38.000 Rev. 0
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Last Update – 08/06/02 – M. Smith