Policy on Interactions with Government Officials
1. Purpose
This policy ensures Fermi Research Alliance, LLC (FRA) employees and the associated community are compliant with established rules and guidelines when communicating with local, state, federal and international government agencies.
2. Scope
This policy covers all contacts between FRA employees, Fermilab users, affiliates, guests, visitors and contractors acting on behalf of the laboratory, with elected and non-elected government officials and staff members.
3. Applicability
This policy applies to FRA and all its employees, Fermilab users, affiliates, guests, and visitors and contractors acting on the behalf of the laboratory.
4. Effective Date and Date Reviewed/Updated
This policy went into effect on October 1, 2015 and its update was effective March 2, 2022.
5. Policy
a. Fermilab’s general policy is to provide accurate and timely information to government officials, in accordance with the laboratory’s 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 Communications Policy, including:
· Inform the public of Fermilab’s mission, goals, activities, and achievements
· Build a positive, supportive relationship with the laboratory’s local, regional, national and global 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.
b. Informational and educational activities:
FRA 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 Chief of Staff, Office of the Director, is required to conduct such activities with elected officials or their staff members.
c. Visits by government officials to the Fermilab site:
Employees, users, and affiliates are required to obtain approval from the Chief of Staff, Office of the Director, prior to escorting government officials onto the Fermilab site. Employees, users, and affiliates are required to coordinate with the Office of Communication in advance if a member of the press is planning to accompany a government official’s visit to Fermilab.
d. Responses to requests for information from government officials:
FRA 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 FRA employees, contractors, users, and affiliates 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 Chief of Staff, Office of the Director, and approval from the Laboratory Director prior to transmittal
6. Definitions
Fermilab is the physical site and property that is the Fermi National Accelerator Laboratory.
Fermi Research Alliance, LLC is the operator and manager of the Fermi National Accelerator Laboratory under Department of Energy Prime Contract No. DE-AC02-07CH11359 and is the principal employer of personnel working at Fermilab.
Government Official is an employee of any government (U.S. 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, an elected official of a government or their staff members, any official of a political party, and any candidate for political office
7. Responsibilities
Laboratory Director is responsible for oversight for relations with all laboratory stakeholders, including government officials and their staff.
Head of the Office of Communication is responsible and accountable for all laboratory related communication activities.
General Counsel provides counsel to ensure the laboratory remains in compliance with all applicable laws, rules, and regulations regarding interactions with government officials.
Chief of Staff will consult with Deputy Director for Research, General Counsel, Head of the Office of Communication, Chief Strategic Partnerships Officer, and other senior leadership members as needed to seek advice regarding interactions with government officials.
The Chief of Staff is responsible for ensuring this policy is followed.
8. Authorities
Prime Contract No. DE-AC02-07CH11359 Section H Clause H.30 (Lobbying Restriction)
Communication Policy
9. Owner
The Chief of Staff, Office of the Director, is the owner of this policy.
10. Review Cycle
This policy shall be reviewed every 2 years.
11. Communication Plan
The requirements of this policy shall be communicated by the Chief of Staff to all employees, and periodic training shall be provided to Management System Owners and Chiefs/Division Heads/Section Heads/Project Directors. This policy shall be available in the Fermilab policy database. The Chief of Staff is responsible for the communication of this policy.