NSD Space Management Policy

Disclaimer: The policies created for the Nuclear Science Division supplement Berkeley official policies. Berkeley Lab's official policies override any adopted or proposed policies for the Nuclear Science Division. 

A. Purpose

This policy and its supporting processes establish the guidelines for the management of Nuclear Science Division space as a critical mission-readiness resource in a strategically planned, principled, efficient, and cost-effective manner.   This policy follows the Lab's Space Management policy and specifies its application at the Division and Program levels as well as addresses division-specific space management topics. 

B. Persons Affected

All members of the Division community are affected by this policy. A smaller set of people drive the policy's implementation, including the Division Director, Deputy Director for Operations (and designees), Program Heads, and the staff assigned to manage Laboratory space.

C. Exceptions

Space not allocated to the Nuclear Science Division and which the division occupies.

D. Policy Statement

1. General: Space is a scarce, strategic resource and plays a critical role in support of the Division's mission readiness, defined as the capability of existing facilities and infrastructure to enable delivery of its scientific mission. To ensure the division researchers can meet mission requirements and that the Division's strategic objectives are attained at a reasonable cost, the Division assigns and reassigns research, office, and other support space as needs evolve and requirements change. The Division's space management policy supports the optimal use of space as a mission-readiness resource in a strategically planned, principled, efficient, and cost-effective manner, which minimizes disruption of program activities.
2. Space Ownership and Stewardship
   • This policy follows the lab's space management policy, specifies its application at the division and program levels, and addresses division-specific space management topics. 
   • The Division serves as the steward of its assigned space allocation and must ensure space under its stewardship is used in accordance with the Laboratory's policy and procedures guiding space management.
   • The Nuclear Science Division assigns a space allocation to its Programs based on mission need and resource availability within the footprint of the Nuclear Science Division allocation.
   • Nuclear Science Division Programs assign space to their staff and affiliates.
3. Space Management Principles: Effective space management is fundamental to the Division's mission readiness. The following principles are guidelines for space allocation and utilization:
   • Manage transparently. Space must be managed in a consistent manner and in accordance with established and clearly communicated principles and processes.
   • Manage proactively. Space must be maintained and/or returned by each program in the division to ensure appropriate stewardship. If a space is anticipated to be vacant for an unknown period of time, the space must be returned to the Division for a more strategic use. When space is returned to the Division, the program shall clear the space of all programmatic equipment and personal property. Any damage to the space beyond typical wear and tear shall be the responsibility of the program to address. Once returned to the Division, the space will either be reallocated to another program or returned to the Laboratory.
     • The 88-Inch Cyclotron, LE, and Nuclear Data Programs jointly manage their space in a collaborative manner.  When there is an impasse in resolving space requests at B88, the Nuclear Science Division Director will make the final decision.  Space needed to support the operations of the 88-Inch Cyclotron may take priority over non-mission essential research.
   • Optimize productivity. Space is allocated and used to maximize the productivity of Division employees.
   • Use as designed. Each space is to be used for the purpose for which it was designed. Conversion of space to serve a different purpose may only be done in consultation with the Campus Planning Department by working with the Division Space Coordinator.
   • Give research priority. Research has priority for space over operations.
   • Allocate research laboratory space to programs. Programs are allocated research space to meet program requirements from within the pool of available laboratory space assigned to the Division.
   • Contiguous research space. Optimal space allocation supports the contiguity of space allocations for research programs, including contiguity of space allocations for programs collaborating across divisional lines (e.g., programs within an ALD area or another broad, organized research effort).
   • Proximate laboratory and office space. In buildings containing both offices and laboratories, programs with laboratory space have priority for the associated office space. If a building has insufficient office space for those working in its laboratories, the laboratory personnel have priority over operations staff for office space in nearby buildings, as available. If a research program depends significantly on a major facility (e.g., 88-Inch Cyclotron), the research program has priority for adjacent and nearby office and laboratory space.
   • Office space. Programs are encouraged to maximize workstation space by hoteling and/or sharing offices where appropriate, especially among hybrid and telework staff. Personally assigned desks in shared and Private (non-shared) offices for staff who are on-site less than two days a week (on average) should only be considered in exceptional circumstances.
4. Retiree Space
   • The retiree designation comprises two categories.
     • Rehired Retirees: This is a paid position within the division that is valid for one year. The Program Head will provide appropriate office space for this employee class position,, depending on work mode and other considerations.
     • Guest retirees (affiliates): Per LBNL space policy, Divisions are given 10% of their space allotment to accommodate all their guests, including retirees. 
       • The expectation is that non-rehired retirees share office space.  The shared office may have one phone.  Document storage space should be kept to a minimum to encourage digitization of documents or archiving with the Archives and Records Office.  
     • Retirees who are only occasionally present may be provided with “hoteling” space with a desk and chair shared by other occasional guests, while retirees who are present daily may be provided with their own desk and chair in a shared office configuration.
5. Affiliate Space
   • Per LBNL space policy, Divisions are given 10% of their space allotment to accommodate all their guests, including affiliates.  It is up to the discretion of the program to designate space for affiliate use.Affiliates who are only occasionally present may be provided with “hoteling” space with a desk and chair shared by other occasional guests, while affiliates who are present daily may be provided with their own desk and chair in a shared office configuration.
6. Space at the University of California at Berkeley (UC Berkeley)

• • Each Program using space in a UC Berkeley-managed facility to conduct Laboratory-funded research must report the building, room, and percentage of space used by Berkeley Lab at the beginning and end of occupancy and upon any change to the percentage of space used by the Laboratory. The information will be reported to the Campus Planning Department via the Division Deputy for Operations. This includes keeping accurate information in the space charge distribution application (e.g., electricity and sustainability recharges).
  • Note: The Neutrino Program occupies space in the basement of Campbell Hall (LL111).  The official Laboratory designation for Campbell Hall is Building 996.  The Neutrino Program also occupies space in the basement of Etcheverry Hall, which is charged via an IUT to the Physics Department and is thus not reported as it would be double-counted.  The use of this space is managed via an MOU between the Nuclear Science Division and the Physics Department (UCB), and it was approved by Lab Legal.  The Applied Nuclear Physics Program occupies space in the basement of Etcheverry Hall but does not have any Laboratory-funded research in this space, so it is not reported.  The official Laboratory designation for Etcheverry Hall is Building 24.

E. Roles and Responsibilities

1. Nuclear Science Division
• The Division is responsible for managing its allocated space in accordance with the Division's space management policy, principles, and procedures. This includes keeping accurate information in the space charge distribution application (e.g. electricity recharges).
• The Division Director (or designee) is responsible for assigning laboratory and office space to members of the division or unit. If program needs within a division exceed the division's assigned amount of space, the Division Director may ask the PSA ALD for another space within the area. If there is insufficient space within the area, the request may be raised to senior lab management.
• The Division designates a Division Space Coordinator as the point of contact for the Division's space information.
2. Division Space Coordinator 
• The Division Space Coordinator works with staff from the Facilities Division Campus Planning Department to establish and maintain accurate and timely space data in the institutional space database. The Division Space Coordinator has access to the space database to create space reports and plans in support of division space management.
3. Division Resource Analyst
• Works with the Division Space Coordinator to resolve dropout charges related to space (electrical and sustainability recharges).
4. Division Program Head
• Works with staff in their Program to understand the current and future office and laboratory needs.  Works with the Division Deputy of Operations to manage program space allocation, request significant modification of space, or return space to the division.
5. Division Administrative Staff
• Updates locations for staff to ensure space usage data is accurately reflected for reporting.  Works with the Division Program Head to determine needed changes of occupation and/or furniture layout.  Works with Procurement and Facilities to implement new furniture layouts.  Works with the Building Manager to ensure space infrastructure is appropriately managed for the safety and comfort of division occupants.

F. Definitions/Acronyms

No special terms

G. Recordkeeping Requirements

No special requirements

H. Implementing Documents

• Campus Planning Department List of Division Space Coordinators

I. Contact Information

• Division Director
• Division Deputy of Operations
• Berkeley Lab Campus Planning Department, [email protected]

J. Revision History