Housing Allocation Committee April 6, 2018 Committee Members: -Stephany Unruh -Griselda Lopez -Cheryl Bentham -Frank Chlebana -Joseph Zennamo -Debbie Harris Housing Allocation Committee Charge The HAC was created by the Office of the
SLIDE 1
Housing Allocation Committee April 6, 2018
Committee Members:
Stephany Unruh
Griselda Lopez
Cheryl Bentham
Frank Chlebana
Joseph Zennamo
Debbie Harris
SLIDE 2
Housing Allocation Committee Charge
The HAC was created by the Office of the Director in response to the
results from a housing working group commissioned in spring 2016 by Tim Meyer and Joe Lykken.
The purpose of the Housing Allocation Committee (HAC) is to prepare for
Fermilab’s future by reviewing housing requests and allocating in accordance with Directorate priorities and inline with housing availability.
The HAC also is tasked with reviewing the housing procedures and making
adjustments as needed to ensure proper coordination, communication, and prioritization of laboratory resources to ensure that the laboratory housing facilities are being efficiently and effectively used to support the mission.
SLIDE 3
Dormitory Process
Dormitories reservations opened Monday, January 22, 2018 at 12:01 am Central Standard
Time for arrival dates within that calendar year.
Each request must include:
Arrival and departure dates
Experiment
Institution
Occupation/Education status, (Scientist, Professor, undergraduate, graduate,
postdoc, etc.)
Name of spouse or partner, family members, as applicable (children cannot stay in a
dormitory room)
Country of birth and country of citizenship (site access purposes only)
FOR SUMMER REQUESTS (when any portion of the stay is between June 1 and August
31), please note:
A limited number of dormitory rooms will be allocated to specific experiments or
groups in accordance with the priorities of the lab, as determined by the Directorate. All other rooms will be allocated on a first come/first served basis.
For those requests that cannot be confirmed at the time of submittal, the individual will be
asked if they would like to be put on a waiting list and be sent a questionnaire to complete.
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Dormitory Process
Block Bookings:
Requests for reserved blocks of multiple dormitory rooms for meetings,
conferences, schools, or programs will be managed on a case-by-case basis by the Housing Office.
Requests will only be accepted for up to 3 rooms for any given event.
If available, occupants names should be provided at the time of booking.
If names are not available, occupants names should be provided prior
to at least 2 weeks from the start date of the reservation.
If a name is not provided within at least 2 weeks prior to the start of
the reservation, it will be cancelled and the rooms released to be filled by the waiting list at the discretion of the Housing Office.
Blocks of rooms larger than 3 rooms will be accepted with occupants
names as availability allows no more than 2 weeks from the reservation date.
SLIDE 5
Summer 2018 Dormitory Distributions
66 Dormitory rooms available for summer
168 total requests (as of 04/04/2018)
HAC agreed to continue last year’s procedure as it was successful.
50% allotted for “first come-first serve” – 33 rooms
50% allotted based on Directorate Priorities below – 33 rooms
1. International – 10 dorms (30%)
2. Undergraduate Students – 2 dorms (6%)
3. Neutrino programs – 9 dorms (28%)
4. CMS – 4 dorms (12%)
5. Theory Division – 4 dorms (12%)
6. Other experiments – 4 dorms (12%)
Waiting list is currently 67 people as of 04/04/2018 – All dorms are full, however,
individuals are still encouraged to put their name on the waiting list since the Housing Office is continually accommodating as many requests as possible.
SLIDE 6
Apartment/House Process
Apartment and house requests will be accepted starting on pre-
determined dates/times for summer and fall/spring as defined by the Housing Office each year.
Summer 2018 closed on Friday, March 2nd, 2018 at 12:01 am
CST for apartment/house requests.
Allocations of houses and apartments will be determined by the HAC,
based on experiment or theory group priority as indicated by the Directorate and in accordance with the needs of the Laboratory.
Once the reservation period closes and allocations determined by the
HAC, each house or apartment will be the responsibility of the responsible person on the lease to be filled in accordance with their experiment/groups needs.
SLIDE 7
Directorate Priority
The Housing Office and the HAC will use the required defined categories asked for
in the room reservation (arrival and departure date, experiment, institution,
ccupation/education status, name of spouse or partner, as applicable) as necessary
to assign housing.
Directorate priorities will be defined by the Office of the Director are expected to
change as the Laboratory develops into new programs.
Current priorities by the Directorate include:
Individuals directly from international institutions
Families with school age children
Neutrino/DUNE
Undergraduate students
CMS
Theory
Other
SLIDE 8
Summer 2018 Apartments/Houses Allocation
10 apartments/houses available for Summer 2018
Breakdown:
2 One-bedroom units
5 Two-bedroom units
2 Three-bedroom units
1 Four-bedroom unit
34 total requests (as of 03/15/2018)
Accommodated 14 requests within the 10 available
apartments/houses
Theory (not included in above counts):
1 Two-bedroom unit
1 Three-bedroom unit
SLIDE 9
How to reserve?
In order to promote a standard process, we require reservations to be made
