Interactions with Government Officials Policy

1.     Purpose

This policy addresses the interactions of Fermilab employees, users, guests, visitors and contractors acting on behalf of the laboratory, with elected and non-elected government officials and their staff members.

2.     Scope

This policy covers all contacts between Fermilab employees, and Fermilab users, guests, visitors and contractors acting on behalf of the laboratory, with government officials.

3.     Applicability

This policy applies to all Fermilab employees and to users, guests, visitors and contractors acting on behalf of the laboratory.

4.     Effective date

This policy is effective October 1, 2015. Revised August 5, 2019

5.     Definitions

Government official:

1. • Official or employee of any government (US federal, state, local or a foreign government), or any agency or department of a government.
   • Any person acting in an official capacity for a government regardless of rank or position.
   • Any elected official of a government or their staff members.
   • Any official of a political party.
   • Candidate for political office

6.     References

7.     Roles and Responsibilities

8.     Policy

8.1 General

Fermilab’s policy is to provide accurate and timely information to government officials, in accordance with the laboratory’s Policy on Transparency, applicable laws and regulations, and FRA contract requirements.

Interactions between the laboratory and government officials should be carried out in a manner that seeks to meet Fermilab’s goals for external communication as outlined in the laboratory’s Policy on Communication:

•    Inform the public of Fermilab’s mission, goals, activities and achievements.

•    Build a positive, supportive relationship with the laboratory’s local, regional, and user community that is focused on openness and trust.

•    Develop, maintain and make known the communication channels that are available to the public.

FRA contract funds may not be used to carry out activities that seek to influence:

•    Congressional action on legislation or appropriation matters pending before Congress

•    The results of federal, state or local elections

•    The proposal bid or extension process for the DOE Management and Operating contract for Fermilab.

DOE property may not be used to carry out:

•    Political activities

•    Activities related to the proposal, bid or extension process for the DOE Management and Operating contract for Fermilab.

8.2 Informational and educational activities

Fermilab employees and others acting on behalf of the laboratory are permitted to participate in activities whose sole purpose is to inform and educate government officials about laboratory activities, and to use DOE property and FRA contract funds to support such activities. Advance approval from the Government Affairs Committee (gac@fnal.gov) is required to conduct such activities with elected officials or their staff members.

8.3 Visits by government officials to the Fermilab site

Employees and users are required to obtain approval from the Government Affairs Committee (gac@fnal.gov) prior to escorting government officials onto the Fermilab site, unless such officials are employees or representatives of the U.S. Department of Energy.

8.4 Responses to requests for information from government officials

Fermilab employees and others may receive requests for information from government officials during their work at, or on behalf of, the laboratory.

Responses to mission-related requests from non-elected government officials should be prepared and transmitted by Fermilab employees, contractors and users according to the processes and procedures established by their management and supervisory chain. Examples of such requests include but are not limited to:

•    Mission related queries from DOE Office of Science, other DOE programs, or the National Science Foundation;

The following queries should be brought to the attention of the Chief of Staff, Office of the Director, before transmittal.

•    Queries from local, state and federal agencies;

•    DOE leadership (Deputy Director for Office of Science or higher)

•    Queries from international governments or agencies.

Responses to all requests from elected officials or their staff members, or to non-mission-related requests from non-elected government officials requires review by the Government Affairs Committee (gac@fnal.gov) and approval from the Laboratory Director prior to transmittal.

9.     Authorities

FRA Contract (DE-AC02-07CH11359)

•    Section H

• • Clauses H.30 (LOBBYING RESTRICTION)

10.  Policy Owner

This policy is owned by the Chief of Staff, Office of the Director

11.  Review cycle

This policy is to be reviewed every two years after issuance.

12.  Revision History