Procedure on Appointments for Retired Guests and Scientists Emeriti

Procedure on Appointments for Retired Guests and Scientists Emeriti

1.  Parent Policy and Related Policies/Procedures

Policy on Appointments for Retired Guests and Scientists Emeriti

2.  Purpose

The purpose of this procedure is to define a process for implementing appointments for retirees (Retired Guest and Scientist Emeritus).

3.  Applicability

This procedure applies to appointments for retirees of Fermi Research Alliance, LLC and all directorates that supervise and provide oversight of retiree appointments.

4.  Effective Date and Date Reviewed/Updated

This procedure went into effect on March 13, 2024.

5.  Procedure

a.  Implementing a Retired Guest or Scientist Emeritus Appointment

i. The Associate Laboratory Director (ALD) or Senior Director, proposed Supervisor, and the retiring employee will read the Policy on Appointments for Retired Guests and Scientists Emeriti.

ii. After a discussion with the retiring employee, where the retiring employee suggests he/she would like to be in Retired Guest or Scientist Emeritus status and understands the policy, the ALD or Senior Director will complete the Retired Guest or Scientist Emeritus Appointment Request Form and route the form for approvals to the proposed Supervisor, ALD or Senior Director, Chief Research Officer or Chief Operating Officer, Chief Human Resources Officer, General Counsel, and the Laboratory Director.

iii. After the Request Form is approved and signed by all required signatories, the ALD or Senior Director will transmit the Retired Guest or Scientist Emeritus Agreement to the retiree for signature.  Once the retiree signs and returns the agreement, the ALD or Senior Director will transmit the agreement to the Laboratory Director for signature.  Once complete with all signatures, the ALD or Division Director will transmit the signed agreement to Human Resources, the Office of General Counsel, and the Chief Research Officer. 

iv. The Laboratory Director will send to the proposed Retired Guest or Scientist Emeritus an appointment letter that contains information about transitioning from employee to non-employee to include badging, nonemployee system set ups, and more.  The Laboratory Director will copy the applicable ALD or Senior Director, assigned Supervisor, Human Resources, and the Chief Research Officer on the transmission of the appointment letter.

v. The Chief Research Officer, or their designee, will initiate the site access and badging process.

vi. The ALD or Senior Director and Supervisor will be responsible for the Retired Guest or Scientist Emeritus activities and ensuring relevant access controls and requirements are adhered to and managed appropriately.

b.  Renewing a Retired Guest or Scientist Emeritus Appointment

i.  The Retired Guest or Scientist Emeritus appointment is valid for a period of one year.  If the Retired Guest or Scientist Emeritus wishes to renew the appointment, they must notify their ALD or Senior Director at least six weeks prior to the expiration. 

ii. The ALD or Senior Director obtains the retiree’s signature on the Retired Guest or Scientist Emeritus Agreement Renewal Acknowledgment.  The ALD or Senior Director then completes a Retired Guest or Scientist Emeritus Renewal Form.

iii. The ALD or Senior Director will route both the Renewal Acknowledgment and the Renewal Form to the Chief Research Officer or Chief Operating Officer and the Laboratory Director for signature.

iv. Once approved and signed by all required signatories, the ALD or Senior Director will transmit the Renewal Form and the Renewal Acknowledgment to Human Resources, the Office of General Counsel, and the Chief Research Officer.  

v. The Chief Research Officer, or their designee, will initiate the site access and badging renewal process.

6.  Definitions

Retired Guest is an appointment that may be granted to retired employees in recognition of service to the Laboratory.

Scientist Emeritus is an appointment that is bestowed as an honor upon outstanding retired scientific staff in recognition of meritorious service to the mission of the Laboratory.

Supervisor is the person assigned by the ALD or Senior Director as the supervisor of record for each Retired Guest and Scientist Emeritus; the Supervisor documents and ensures that adequate training is completed and monitors the activities of the Retired Guest or Scientist Emeritus.

7.  Owner and Subject Matter Experts

Chief Research Officer (CRO) is responsible for ensuring communication of this procedure, ensuring compliance, and updating it as appropriate. The CRO is also responsible for ensuring that individuals who are granted Retired Guest or Scientist Emeritus appointment are in good standing and appropriately support the Fermilab mission.  The CRO, or their designee, will maintain a centralized archive of the documents and initiate the site access and badging process.

Associate Laboratory Directors and Senior Directors, , are responsible for providing appropriate oversight and ES&H training as is done for other visitors. Senior Directors assign a Supervisor of record to each Retired Guest and Scientist Emeritus; the Supervisor documents and ensures that adequate training is completed and monitors the activities of the Retired Guest or Scientist Emeritus. 

Human Resources is responsible for saving applicable documentation in Fermiworks.

Laboratory Director is responsible, in consultation with the Chief Research Officer or Chief Operating Officer, for awarding Retired Guest and Scientist Emeritus appointments; these appointments are at the discretion of the Laboratory Director. 

Office of General Counsel (OGC) is responsible for providing advice and support regarding the policy and agreement templates.

8.  Review Cycle

This procedure shall be reviewed every 2 years.

9.  Communication Plan

This procedure will be communicated by the Chief Research Officer to all employees, and current and prospective Retired Guests and Scientists Emeriti.  This procedure will be available online in the Fermilab policy database. The Chief Research Officer is responsible for the communication of this procedure.

10.  References

Policy on Appointments for Retired Guests and Scientists Emeriti

Retired Guest or Scientist Emeritus Appointment Request Form

Retired Guest or Scientist Emeritus Agreement

Retired Guest or Scientist Emeritus Renewal Form

Retired Guest or Scientist Emeritus Agreement Renewal Acknowledgment

Revision History