Policy on DUNE Spokesperson Support

Policy on DUNE Spokesperson Support

ST – KB0015975

1. Purpose
This policy establishes the requirements and standard approach for providing fulltime support to the Deep Underground Neutrino Experiment (DUNE) collaboration spokespersons employed by US institutions. The support is intended to enable the individuals to devote their entire effort to DUNE spokesperson duties. The support is provided on a best effort basis and is subject to funding availability.

This policy is not a contract and is not intended to create any obligations on FermiForward. This policy may be terminated or changed by FermiForward at any time, with or without notice.

2. Scope
The scope of this policy includes all activities, in any location, to manage and operate the DUNE spokesperson support program under the prime contract with the Department of Energy (DOE). The program covers travel, housing, and salary relief mechanisms as described below as well as the provision of office space and administrative support. The assistance provided under this policy must support DUNE spokesperson responsibilities and no other activities. The assistance is only available to DUNE spokespeople employed by US institutions.

3. Applicability
This policy applies to DUNE collaboration spokespersons employed by US institutions.

4. Effective Date and Date Reviewed/Updated
This policy went into effect on August 12, 2026.

5. Policy

1. Funding Authority – DOE HENP provides funds via an approved FWP to support DUNE spokespersons.

2. Level of Support – The amount and type of support depend on the individual’s home institution and relationship with DOE HENP:

1. 1. FermiForward staff: funding for travel and office space at Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL and limited administrative support.
   2. Other DOE laboratory staff fully supported by HENP: funding for travel, onsite housing and office space at Fermilab in Batavia, IL and limited administrative support.
   3. Other DOE laboratory staff partially supported by HENP: funding for relief of non-HENP responsibilities, travel, onsite housing and office space at Fermilab in Batavia, IL and limited administrative support.
   4. U.S. university faculty with a DOE HENP grant: funding for relief of academic responsibilities, travel, onsite housing and office space at Fermilab in Batavia, IL and limited administrative support. There must be no overlap in the relief of responsibilities provided by the DOE HENP grant and that provided under the terms of this policy.
   5. All other employees of US institutions: funding for relief of non-DUNE responsibilities, travel, onsite housing and office space at Fermilab in Batavia, IL and limited administrative support.
   6. Employees of non-US institutions: no support provided

3. Mechanisms for Providing Support – All support follows standard laboratory procedures consistent with employees and users in the T&N Matrix:

1. 1. Travel support is administered through the Fermilab Travel System and complies with the Fermilab Travel Policy. Where the DUNE spokesperson is a DOE laboratory staff member, travel support may be provided via an appropriate agreement (Research Agreement/PO or IEWO).
   2. Housing support is provided via a Housing Request Form and follows the Fermilab Policy on On-site Housing Eligibility.
   3. Salary or stipend support, when applicable, is effected through an appropriate agreement (Research Agreement/PO or IEWO) consistent with the Policy on Partnerships and the Procurement Manual and includes a Statement of Work.
   4. Administrative support is typically provided via access to existing administrative staff at Fermilab and is limited to less than 0.5 FTE.

6. Definitions

Fermilab is the physical site and property that is the Fermi National Accelerator Laboratory.

Fermi Forward Discovery Group, LLC is the operator and manager of the Fermi National Accelerator Laboratory under Department of Energy Prime Contract No. 89243024CSC000002 and is the principal employer of personnel working at Fermilab.

DUNE: Deep Underground Neutrino Experiment, an international collaboration of > 1500 scientists.

DOE HENP: Department of Energy Office of High Energy and Nuclear Physics.

FTE: Full Time Equivalent

FWP: Field Work Proposal, the mechanism used to request DOE funding.

T&N Matrix: Taxonomy and Nomenclature matrix governing laboratory procedures.

IEWO: Inter Entity Work Order (used for agreements between DOE laboratories).

7. Responsibilities

The DUNE Coordination Office writes the FWP requesting the funding support for the DUNE spokespeople and provides the support in accordance with this policy.

Finance & Procurement Division processes travel and salary agreements in accordance with this policy.

Human Resources Division processes housing requests in accordance with this policy.

8. Authorities 

Prime Contract No. 89243024CSC000002 (DOE).

Policy on Travel

Policy for OnSite Housing Eligibility

9. Owner
Head of the DUNE Coordination Office is responsible for overall policy governance and communication.

10. Review Cycle
This policy shall be reviewed every 3 years or sooner if required by changes in DOE HENP funding or DUNE collaboration structure.

11. Communication Plan
This policy shall be available on the Fermilab Policies website.  The head of the DUNE Coordination Office is responsible for the communication of this policy.

Revision History