[Cuga] Jefferson Lab Moves to MEDCON 6- a message from Stuart Henderson

[Lorelei Carlson]

Jefferson Lab Moves to MEDCON 6
[https://gallery.mailchimp.com/1de9c43e6d5e45ff0ecd664cd/images/e6203673-8394-4ed6-8d7b-dc3fa3383708.jpg] <https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D0a9f7df1ae-26e-3D3e24b117b6&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=TI1-uR1CNrL-lIqQDSyKdw&m=6qkP53PfmygI0Cm1GhfLXqOk-rgeQjTeDRgCOJuCkGw&s=8n1ZKQR3N-KE933EUh7GSZwZvHuG9GIJ2ZGPzs5xffU&e=>
MESSAGE FROM THE DIRECTOR
March 23, 2020
SUBJECT: Jefferson Lab Moves to MEDCON 6
Dear colleagues,

In an effort to maintain the health and safety of the Jefferson Lab workforce and with the growing number of COVID19 cases throughout the Commonwealth of Virginia, in our region, and in the immediate Newport News area, the lab will be implementing further protective actions to help keep our employees, their families, our Users, visitors, and the community safe. At the recommendation of the Jefferson Lab Pandemic Advisory Team we are implementing MEDCON 6. This effort will start effective today, Monday, March 23.

All Associate Directors are required to provide a revised list of critical on-site and essential on-call personnel by COB today, Monday, March 23.

Physics Program
Experimental Operations will cease Tuesday, March 24, by 8 a.m. Essential staff will then start an orderly shutdown of experimental equipment. Minimal staff will remain on-site to maintain essential systems.

Accelerator Program
CEBAF will begin an orderly shutdown at 8 a.m. Tuesday, March 24. Minimal staff will remain on-site to maintain essential systems. UITF, LERF, CMTF and hardware in the Test Lab will be brought to a safe state starting later today, in a coordinated and orderly manner.

Cryogenics
The Cryogenics Department will begin transitioning linac cryogenic systems to stable 4K operation upon cessation of the experimental program. A designated team from the department will remain on-site to support operations of all cryogenic plants at 4K. All users will be instructed to power down equipment so that power loads and utilities are minimized. These measures will allow for a reduced number of nitrogen trucks on-site each day.

Facilities and Logistics
Facilities and Logistics will remain on-call to maintain LCW plants, Central chiller plant, Hall B chiller, compressed air systems, clean room units, groundwater drainage pumping systems, sanitary lift stations, core data center cooling systems, and primary power distribution. HVAC systems will be placed in holiday configuration in all buildings.

Information Technology
IT staff will remain on-call to maintain networking and computing resources to ensure that the lab’s business systems and scientific computing resources remain operational.

Remote Work During the National Health Emergency
All personnel will continue to telework from the safety of their homes or other designated locations. Supervisors will make every effort to maximize the opportunity to engage in productive remote work to include job related training and professional development. JSA employees unable to work remotely during any part of their regular work schedule, should discuss with their supervisor the use of the Public Health Emergency leave. Employees that are sick and unable to work must continue to use their sick leave.

Employees will use their normal project codes for work performed remotely and follow all time keeping policies. Employees working remotely are expected to be physically present at their home or remote work location and be accessible by phone or email when charging time. Supervisors are encouraged to check in with each staff member on a regular basis.

Campus Access
Starting tomorrow, March 24, campus access will limited to JSA employees, subcontractors and Users that have been designated as on-site or on-call essential. Hosts must notify Users to remain off campus until further notice. SOTRs must coordinate with Procurement on any changes to subcontractor access. Admission of visitors or guests is suspended. The CEBAF Center front desk will be unguarded and the SSC front desk will be unstaffed after Tuesday, March 24.

Supervisors working outside the Accelerator Site should conduct a physical inspection to verify all vehicles, equipment, tools, and material are locked or moved and secured inside. All technical systems should be put in a safe state.

Anyone having symptoms consistent with a possible coronavirus infection (cold- or flu-like symptoms, but especially fever and cough) including those designated as on-site or on-call essential, should not come to campus, or should leave immediately, and seek the advice or care from your personal medical professional. It is important that we accurately track and report to DOE any staff members that contract the coronavirus.

Staff Travel
All official business travel, both domestic and international, is cancelled. Do not make reservations for future travel until further notice. Employees are urged to avoid all personal travel by commercial aircraft or to areas with a high concentration of COVID19 cases.

On-Site Events & Food Service
All on-site events, meetings and conferences are cancelled until further notice. Teleconferences may continue. The Quark Café will remain open through Thursday, March 26, for those still on campus.

PPE
All PPE (N95 respirators, gloves, face shields, and overalls) not required for minimum safe operations as outlined above will be turned into Logistics before Wednesday, March 25 at 8 a.m.

Additional Information
The IT Division has set up the COVID-19 informational portal<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3De87a6623df-26e-3D3e24b117b6&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=TI1-uR1CNrL-lIqQDSyKdw&m=6qkP53PfmygI0Cm1GhfLXqOk-rgeQjTeDRgCOJuCkGw&s=wNq-RnyxS2P3MsyffBxPSQPl5PQngONicPxB9yKEgcA&e=>, as it relates to the lab, for you to access at any time. The portal will provide resources to Frequently Asked Questions (FAQs) and concerns, such as:

  *   Information Technology resources (e.g. accessing the network remotely).
  *   Occupational Medicine resources (e.g. public health information).
  *   Human Resources resources (e.g. telework and flex schedule details).
  *   Payroll resources (e.g. where and how to charge your time).
  *   Communications resources (e.g. previous all-staff emails).
  *   And more (e.g. lab status).


If you have a question the portal does not answer, you can submit it here: covid19 at jlab.org<mailto:covid19 at jlab.org>.

Thank you again for your patience and your dedication as we confront this national challenge. Stay healthy and safe.

Sincerely,
 Stuart
12000 JEFFERSON AVENUE • NEWPORT NEWS, VA 23606 • USA • WWW.JLAB.ORG









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