Housing Allocation Committee April 6, 2018 Committee Members: - PowerPoint PPT Presentation

Housing Allocation Committee April 6, 2018 Committee Members: -Stephany Unruh -Griselda Lopez -Cheryl Bentham -Frank Chlebana -Joseph Zennamo -Debbie Harris

Housing Allocation Committee Charge The HAC was created by the Office of the Director in response to the • results from a housing working group commissioned in spring 2016 by Tim Meyer and Joe Lykken. The purpose of the Housing Allocation Committee (HAC) is to prepare for • Fermilab’s future by reviewing housing requests and allocating in accordance with Directorate priorities and inline with housing availability. The HAC also is tasked with reviewing the housing procedures and making • adjustments as needed to ensure proper coordination, communication, and prioritization of laboratory resources to ensure that the laboratory housing facilities are being efficiently and effectively used to support the mission.

Dormitory Process Dormitories reservations opened Monday, January 22, 2018 at 12:01 am Central Standard • Time for arrival dates within that calendar year. Each request must include: • Arrival and departure dates • Experiment • Institution • Occupation/Education status, (Scientist, Professor, undergraduate, graduate, • postdoc, etc.) Name of spouse or partner, family members, as applicable (children cannot stay in a • dormitory room) Country of birth and country of citizenship (site access purposes only) • FOR SUMMER REQUESTS (when any portion of the stay is between June 1 and August • 31), please note: A limited number of dormitory rooms will be allocated to specific experiments or • groups in accordance with the priorities of the lab, as determined by the Directorate. All other rooms will be allocated on a first come/first served basis. For those requests that cannot be confirmed at the time of submittal, the individual will be • asked if they would like to be put on a waiting list and be sent a questionnaire to complete.

Dormitory Process Block Bookings: • Requests for reserved blocks of multiple dormitory rooms for meetings, • conferences, schools, or programs will be managed on a case-by-case basis by the Housing Office. Requests will only be accepted for up to 3 rooms for any given event. • If available, occupants names should be provided at the time of booking. • If names are not available, occupants names should be provided prior • to at least 2 weeks from the start date of the reservation. If a name is not provided within at least 2 weeks prior to the start of • the reservation, it will be cancelled and the rooms released to be filled by the waiting list at the discretion of the Housing Office. Blocks of rooms larger than 3 rooms will be accepted with occupants • names as availability allows no more than 2 weeks from the reservation date.

Summer 2018 Dormitory Distributions 66 Dormitory rooms available for summer • 168 total requests (as of 04/04/2018) • HAC agreed to continue last year’s procedure as it was successful. • 50% allotted for “first come-first serve” – 33 rooms • 50% allotted based on Directorate Priorities below – 33 rooms • 1. International – 10 dorms (30%) 2. Undergraduate Students – 2 dorms (6%) 3. Neutrino programs – 9 dorms (28%) 4. CMS – 4 dorms (12%) 5. Theory Division – 4 dorms (12%) 6. Other experiments – 4 dorms (12%) • Waiting list is currently 67 people as of 04/04/2018 – All dorms are full, however, individuals are still encouraged to put their name on the waiting list since the Housing Office is continually accommodating as many requests as possible.

Apartment/House Process Apartment and house requests will be accepted starting on pre- • determined dates/times for summer and fall/spring as defined by the Housing Office each year. Summer 2018 closed on Friday, March 2 nd , 2018 at 12:01 am • CST for apartment/house requests. Allocations of houses and apartments will be determined by the HAC, • based on experiment or theory group priority as indicated by the Directorate and in accordance with the needs of the Laboratory. Once the reservation period closes and allocations determined by the • HAC, each house or apartment will be the responsibility of the responsible person on the lease to be filled in accordance with their experiment/groups needs.

Directorate Priority The Housing Office and the HAC will use the required defined categories asked for • in the room reservation (arrival and departure date, experiment, institution, occupation/education status, name of spouse or partner, as applicable) as necessary to assign housing. Directorate priorities will be defined by the Office of the Director are expected to • change as the Laboratory develops into new programs. Current priorities by the Directorate include: • Individuals directly from international institutions • Families with school age children • Neutrino/DUNE • Undergraduate students • CMS • Theory • Other •

Summer 2018 Apartments/Houses Allocation 10 apartments/houses available for Summer 2018 • Breakdown: • 2 One-bedroom units • 5 Two-bedroom units • 2 Three-bedroom units • 1 Four-bedroom unit • 34 total requests (as of 03/15/2018) • Accommodated 14 requests within the 10 available • apartments/houses Theory (not included in above counts): • 1 Two-bedroom unit • 1 Three-bedroom unit •

How to reserve? In order to promote a standard process, we require reservations to be made • using the online request form. http://fess.fnal.gov/accommodations/housing_request.html • A fee equal to two weeks rent will be charged to an individual or group if • notice of cancellation or postponement is not provided to the Housing Office two weeks prior to the scheduled arrival date. Postponements are allowed on a one-time basis only, for a maximum period of two weeks. After two weeks, it may be necessary to reassign the accommodation.

The HAC, Housing Office and the UEC The HAC and the Housing Office are expected to review all housing • processes and assign housing as defined by these processes. The UEC should be aware of these processes and be prepared to answer • questions presented by users as they are able. If the UEC is not able or does not have the appropriate information to fully • and accurately respond to the posed questions, the user should be directed to the Housing Office, or the HAC to obtain answers to their questions. Any additional feedback is welcome and should be directed to the Housing • Allocation Committee, the Housing Office and/or the Office of the Director.