Policy on Experiment Collaborations Spokesperson Support

Policy on Experiment Collaboration’s Spokesperson Support

ST – KB0015976

1. Purpose
This policy establishes the requirements and standard approach for providing support to individuals elected or appointed as spokespersons for experiment collaborations. Where provided, the support is intended to enable the individual to devote effort to 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 Fermi Forward Discovery Group, LLC. (FermiForward). This policy may be terminated or modified by FermiForward at any time, with or without notice.

2. Scope
The scope of this policy includes all activities, in any location, to provide spokesperson support under the prime contract with the U.S. Department of Energy (DOE).

3. Applicability
This policy applies to FermiForward regular employees, users, and affiliates.

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.

2. Level of Support – The provision of support depends on the spokesperson’s home institution and whether or not the experiment is hosted for DOE by Fermilab:

i. FermiForward employed spokespeople of Fermilab hosted experiments:

No support is provided except for the DUNE collaboration, where the support is governed by the Policy on DUNE Spokesperson Support.

ii. FermiForward employed spokespeople of experiments not hosted by Fermilab:

No support is provided except for the CMS experiment collaboration at CERN, where the support is governed by the the Policy on Extended Assignment Data Collection for DOE Approval and Submission of FWP.  

iii. Non-FermiForward employed spokespeople of Fermilab hosted experiments:

No support is provided except for the DUNE collaboration, where the support is governed by the Policy on DUNE Spokesperson Support. Non-FermiForward employed spokespeople are eligible to apply for competitive fellowships as governed by the Policy on Fellowship Appointments.

iv. Non-FermiForward employed spokespeople of experiments not hosted by Fermilab:

No support provided.

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

6. Definitions 

DUNE: Deep Underground Neutrino Experiment, hosted by Fermilab.

CMS: Compact Muon Solenoid experiment, hosted by CERN.

CERN: European Organization for Nuclear Research.

FermiForward: Fermi Forward Discovery Group, LLC.

DOE-HENP: U.S. Department of Energy’s Office of High Energy and Nuclear Physics.

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

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

POP: Partnerships and Procurement Operating Policy.

7. Responsibilities

Chief Research Officer oversees the preparation and submission of the FWP requesting any funding support from DOE.

8. Authorities

Prime Contract No. 89243024CSC000002 (DOE).

Policy on Travel at Fermi National Accelerator Laboratory

Policy for On-Site Housing Eligibility

Procurement Operating Policy

9. Owner
Chief Research Officer is responsible for the overall policy governance and communication.

10. Review Cycle
This policy shall be reviewed every three (3) years or sooner, if required for modification in DOE-HEP’s funding or FermiForward’s scientific engagement.

11. Communication Plan
Chief Research Officer shall communicate the requirements to all affected employees, affiliates, and users of FermiForward.

Revision History