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Administrative Manual - 301 General

301.04 Management of Space and Storage

POLICY

  1. Jefferson Lab operates under a landlord-tenant arrangement where space is assigned under the direction of the Lab Director and the Director's Council to divisions, departments, and groups for specific use in support of the Lab's mission. The need for staffing, storage, and technical space at Jefferson Lab is continually fluctuating based on programmatic requirements and the associated levels of funding. Filling long-term requirements involves a careful planning and procurement process. Space is assigned and used to provide the greatest benefit to the Lab as a whole. The sharing of space between departments and divisions is encouraged to increase utilization.
  2. All storage is assigned under the direction of the Lab Director and the Director's Council. All items stored shall have an identified use for a specific task or project. Such items include emergency or long lead parts for the accelerator, experimental equipment, or operating systems. All other items shall be declared surplus and arrangements made for proper disposal.

PROCEDURE

  1. RESPONSIBILITIES
    1. Space: Each Division shall designate an individual responsible for coordinating and resolving space requirements issues with Facilities Management. Divisions are responsible for correctly maintaining the work space of all their respective staff, users, and subcontractors in the Central Information System (CIS).

      Facilities Management is responsible for collecting information from the designated representatives regarding Jefferson Lab divisions' space needs, periodic auditing of space use, and recommendations for significant changes in use or Divisional assignment of space. Facilities Management will develop an annual consolidated space plan and budget to be reviewed by the Director's Council and approved by the Lab Director. Facilities Management is responsible for maintenance of buildings and infrastructure modifications to space (e.g., moving/adding/removing walls, changing HVAC systems, modifying electrical utilities, modifying other utilities, etc.) and acquisition of all additional space through construction or lease.
    2. Storage: Each division shall designate an individual responsible for coordinating and resolving storage requirements issues with Facilities Management. Storage space shall be categorized as either assigned to a division or assigned to central storage.

      Facilities Management is responsible for collecting information from the designated representatives regarding Jefferson Lab divisions' storage needs, periodic auditing of all storage use, and recommendations for significant changes in use or Divisional assignment of storage resources. Facilities Management will develop an annual consolidated storage plan and budget to be reviewed by the Director's Council and approved by the Lab Director.

      Facilities Management is responsible for the storage for all items placed in space designated as central storage.

      The divisions are responsible for both the storage space assigned to them and the items stored therein including maintaining an inventory. Storage space assigned to divisions and items stored by the divisions shall be included in Facilities Management's annual assessment of storage.
  2. SPACE PROCEDURES
    1. Divisions/departments needing to modify the infrastructure (See A.1. above) of existing space or occupy additional space shall submit a description of their needs, basis of the requirement (program name), date of need, and estimated duration to Facilities Management. Facilities Management will quantify the requirements and coordinate with the specific division representative. If unable to resolve with the divisions, Facilities Management will draft a recommendation and forward to Director's Council for review and the Lab Director for approval.
    2. On an annual basis or more often as appropriate, Facilities Management will assess all space noting type of usage, number of occupants, level of utilization, physical condition and any recommendations for change. Facilities Management will report this information to Director's Council for review and the Lab Director for approval.
  3. STORAGE PROCEDURES
    1. Divisions/departments having short or long-term storage needs shall contact the Property Manager at 7348, and submit a description, acquisition value, point of contact and phone number, intended project or use, and an estimated timeframe for storage. Facilities Management will quantify the requirements and coordinate with the specific division representative. If unable to resolve storage requirements using existing space, Facilities Management will develop options and cost and forward a recommendation to Director's Council for review and the Lab Director for approval.
    2. On an annual basis or more often as appropriate, Facilities Management will assess all storage including both central and division storage noting type of usage, level of utilization, condition of stored items and any recommendations for change. Facilities Management will report this information to Director's Council for review and the Lab Director for approval.


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