B2_DRAFT_03.6_Section_C_Appendix E_SLAC_Space_Standards.pdf

NATIONAL

ACCELERATOR

LABORATORY

SLAC Space Standards Policy

Document Approval (signature/date)

<7oh11 Sarr-ao John Sarrao (Nov 11, 2025 19:29:34 PST)

Laboratory Director

DRAFT

SLAC Space Standards Policy

Effective Date: November 11, 2025 FO-2018-003-R003.1 Page 2 of 10

Table of Contents

1.0 PURPOSE

2.0 ROLES, RESPONSIBILITIES, AUTHORITY, ACCOUNTABILITY

2.1 Roles

2.2 Responsibilities

2.3 Authority

2.4 Accountability

3.0 PROGRAM DESCRIPTION

3.1 Specifications and Instructions

3.2 Laboratory Space

4.0 IMPLEMENTATION

5.0 TRAINING

6.0 EXCEPTION OR VARIANCE

7.0 DOCUMENTS AND RECORDS

8.0 DEFINITIONS

9.0 REVISION HISTORY

10.0 APPENDIX: RESPONSIBILITIES

10.1 Laboratory Director

10.2 Deputy Directors – DDO, DDPI, and DDS&T

10.3 Deputy Director for Operations

10.4 Senior Management Team (SMT)

10.5 Senior Management Team - Space Point of Contact

10.6 Facilities and Operations Director

10.7 Facilities Management and Planning | Space Management Team

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1.0 PURPOSE

The purpose of this policy is to define space utilization standards and to define the process for allocation of SLAC space to ensure planned allocation and optimization of existing and future office and laboratory space at SLAC. The Laboratory Director has overall authority and responsibility for allocating space managed by SLAC in accordance with the policy and criteria.

2.0 ROLES, RESPONSIBILITIES, AUTHORITY, ACCOUNTABILITY

2.1 Roles

The primary role of Facilities Management and Planning – Space Management is to plan, coordinate, and manage SLAC space for the effective and efficient coordination of various ongoing and future projects and operations at SLAC. The team works closely with Laboratory management to ensure effective and successful utilization of space.

2.2 Responsibilities

Space Management under the Facilities Management and Planning division of Facilities & Operations is responsible for maintaining the infrastructure to support SLAC space that is active, inactive, or decommissioned for disposition. Full responsibilities are shown in Section 10 (Appendix: Responsibilities).

2.3 Authority

This document is issued under the authority of the Laboratory Director. The authority to implement the space management program requirements has been delegated by the Laboratory Director to the Director of Facilities & Operations. This authority has been further delegated to Facilities Management & Planning - Space Management.

2.4 Accountability

This document applies to all SLAC space which includes office, cubicle, and benching workspaces, collaborative, laboratory, industrial, outdoor areas, storage, and open spaces. This document does not apply to space, or facilities controlled by Stanford University, which follow university space requirements and guidelines (unless the university has specifically delegated responsibility for managing those spaces to SLAC).

Minimum target office space allocation shall be as close as practically achievable to that shown in Table 1 Summary of SLAC Office Space Standards. Historical and legacy buildings present constraints in achieving this vision. Further, the transition from current state to future state will be evolutionary and take time to implement. For the purposes of this table space allocation is based on use of space for 4 or more days of a typical work

Effective Date: November 11, 2025 FO-2018-003-R003.1 Page 4 of 10 week, 2-3 days a week, and used less frequent than 2 days a week. Second or multiple offices assigned to a single individual at SLAC shall not be permitted. Exceptions to this requirement must be approved by the Lab Director.

All new construction projects and major renovations to existing spaces shall abide by the space standards shown in Table 1 and designed and constructed within the guidelines for space and furniture standards. In addition, all new construction will be designed with at least 50% open offices, cubicles, and benching areas. Higher percentages may be required for LEED Certification, as applicable.

3.0 PROGRAM DESCRIPTION

All spaces within SLAC buildings and structures, including outside areas, are valuable assets and government property that must be efficiently used, and appropriately managed and maintained. The SLAC Space Standards Policy sets expectations for effective utilization of all Laboratory space.

Space Management has authority to approve allocation and re-allocation of SLAC space in alignment with the Laboratory’s long-range vision and strategic initiatives. Departments may allocate space for staff within their space allocations that meets the space standards noted in the space policy criteria.

As this policy is implemented, Space Management, in coordination with Laboratory Management, will assess if or where inequitable allocations or ineffective utilization of space, including co-location of relevant work groups, and work to address these issues over time.

Further, departments can submit a Move/ Furniture Request to Space Management to coordinate the internal allocation of space within their control and avoid self-moves (noted in Table 2- Summary of SLAC Space Criteria for Types of Requests and Approval Levels).

When non-trivial requests have competing needs and or need prioritization decisions, the request will be coordinated with the three Deputy Directors, to determine the level of prioritization (high, medium, or low) and provide direction to Space Management for next steps and implementation. Space Management shall manage and track the space requests and Memorandum of Understanding (MOU) until the request is completed.

3.1 Specifications and Instructions

Space Management oversees the development and implementation of efficient solutions to address competing space requests at SLAC, ensuring optimal utilization of facilities. The team holds the authority to allocate and reallocate space on behalf of the Laboratory Director. For non-trivial space requests, the three Deputy Directors will provide input and direction to Space Management for implementation. Senior Management Team members, through their space Points of Contact, will be updated on proposed requests that may impact their areas. If no substantiative impacts are identified, Space Management will then formally approve the request. If there are comments, they will be responded to and affected https://int.slac.stanford.edu/facilities/services/space-management

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SMT members will be alerted prior to implementation. Depending on the nature of the request (tactical or strategic), final concurrence will be obtained from the Lab Director (see Table 2). This ensures alignment with SLAC’s strategic agenda, long-term vision, and partnership with Stanford University.

• New Space Requests: Must be submitted to Space Management by a people manager directly reporting to an SMT member (SMT-1), or an SMT member, or an SMT Point of Contact using the New Space Requests Intake Form. The Space Management team will then conduct a feasibility assessment and develop potential space solutions based on factors such as the justification of need, required timeline, duration, mission risk, funding source, and documentation of other competing requests and priorities. Space Management will circulate for concurrence signatures (BIO, SMT Member Accepting and or leaving the space, and Security as appropriate). In the absence of concurrence, decision-making will escalate to three Deputy Directors, as described above.

Move/ Furniture Request Process: Space Management shall provide coordination and support for all staff movement, review and or implement reconfigurations, of SLAC space, and maintain Furniture Standards in collaboration with ESH ergonomics team.

Office or lab space is vacated: Each directorate’s Space Point of Contact must notify Space Management (Building and Space Management) when office or laboratory space is vacated. For space that will be promptly re-allocated within the affected organization, Space Management will be informed for tracking purposes, Space Management will develop proposed solutions for reallocating vacant spaces with no subsequent usage. Affected Senior Management Team members will be briefed on these proposals for review and concurrence. Additionally, Space Management will inform the Lab Director of reallocations for final approval.

Real Property and Building Database Accuracy: Space Management shall maintain accuracy of all current databases and systems for managing assignment of space and space utilization and shall contribute to the Facilities Information Management System (FIMS) working teams for annual reporting compliance.

Real Estate Documentation: The Space Management group must be informed (Building and Space Management) of any purchase or lease of real property, whether temporary or permanent, including tents, structures, trailers, and cargo containers. Approval from Lab Management (and the DOE, if the property will be installed as real property) is required for all real property acquisitions.

3.2 Laboratory Space

Requests for Laboratory space must take into consideration the time frames to establish programs. Likelihood and timeliness of effective programmatic space utilization will be used as criteria in evaluating laboratory space requests. Where appropriate, laboratory space will be shared if supported by common interests, infrastructure, and processes. Security needs

DRAFT

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(e.g., access control, surveillance, etc.) will also be assessed. These requests must also be submitted through the New Space Requests Intake Form.

Space Management bi-annual audits and analysis will be the data to support any additional Laboratory Space needs and changes. Outcomes and conclusions of bi-annual audits and analysis, as well as routine effectiveness reviews, will be shared with the SMT during standing SMT meetings.

3.3 Storage Space

Space Management shall present storage solutions for requests submitted through the New Space Requests Intake Form. Competing needs for storage space will be adjudicated by Space Management. Space Management shall track utilization of storage spaces on an as needed and evolving basis.

Table 1 – Summary of SLAC Office Space Standard

Job Type Office Space Types for New or Renovated Buildings

4 or more days per week

2-3 days per week

Less than 2 days per week

Lab Director Private Office with Conferencing Space

Dedicated

400 SF

Dedicated

400 SF N/A

Deputy Lab Director, ALD, or Operations Director

Private Office with Huddle Space

Dedicated

220 SF

Dedicated

220 SF N/A

Division Director, Department Head, Project Director or equivalent

Private Office Dedicated

120 SF

Shared 60 SF/person

Reservable

80 SF

Supervisor, Distinguished/Senior Scientist/Engineer, Senior Professional, Faculty

Private Office Dedicated

80 SF

Shared 60 SF/person

Reservable

80 SF

Emeritus Faculty Private Office (Reservable)

Reservable

80 SF

Reservable

80 SF

Reservable

80 SF

Lead/Staff/Associate Scientist/Engineer, Post-Doc, Visiting Scientist (>3 months), Technician, Administrative, Other Professional

Cubicle Dedicated

48 SF

Shared / Reservable

32 SF

Reservable

32 SF

Affiliate, Department Associate, Visiting Scientist (< 3 months), Student, Temporary Staff, Casual Staff, Contractor, User

Cubicle / Open Benching

Shared 5’10” Bench or

32 SF

Shared / Reservable 5’10” Bench or

32 SF

Reservable 5’10” Bench or

32 SF

Note: SLAC office space types include office, cubicle, open benching workspace. These office space types may be in typical office environments or within collaborative, laboratory, industrial, or open areas.

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Table 2 – Summary of SLAC Space Criteria for Types of Requests and Approval Levels

Space Management Approval

Temporary space with MOU that each department agrees to

Senior Management requests (Affected SMT concurrence)

DOE space in Building B052 (SSO approves)

Storage spaces for enabling project execution/ completion

Vacant space audited by Space Management re-assigned to Space Management based on space utilization (less than 50%)

Lab Leadership Prioritization for direction and Approval

Overall strategic space requests for the

Lab that would require large migrations of departments

Space requests in and around high-profile buildings (SSRL or similar)

Vacant spaces that are re-assigned based on strategic planning

Space requests for space in other departments/buildings than what is allocated

Additional Real Estate on site that requires approvals from DOE and BIO

Stanford University Space Requests Space requests that would trigger capital projects All road and site modifications

Inter departmental Space Assignments (Moves/ Furniture Requests)

Department will reach out to Space

Management Moves/Furniture to request moving personnel and assets using the Service Now system

Any additional space beyond the footprint of the department will need affected SMT comment and the three deputies' concurrence

4.0 IMPLEMENTATION

This document is effective on the date of issue.

5.0 TRAINING

Building Management training and communication with Space Management team provides Building Managers to have awareness of the SLAC Space Standards Policy. Facilities Management and Planning’s website has resources for accessing and utilizing the New Space Requests intake form, Move Request form, Furniture Request form and other appropriate links. Link to Space Management website.

https://int.slac.stanford.edu/facilities/facilities-management-and-planning/space-management?check_logged_in=1

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6.0 EXCEPTION OR VARIANCE

This Space Standards Policy outlines the minimum requirements for office space utilization based on job classifications. Any deviations from these standards shall be brought forward to the three Deputy Directors, to determine final approval. The Laboratory Director holds the final authority to resolve any variances from the Space Standards Policy.

7.0 DOCUMENTS AND RECORDS

The SLAC Institutional Policies site at https://policies.slac.stanford.edu will contain the official record of this document.

8.0 DEFINITIONS

Allocated Space – Space that has been allocated by the Laboratory Director on SLAC campus.

Assigned Space – An office, cubicle, lab, open space, outdoor space, shop or storage area assigned to an individual or group within any department onsite at SLAC.

Occupancy – The active use of assigned space by employees, sub-contractors, temporary personnel, consultants, students, visitors, etc.

Optimal Utilization – The effective, efficient and consistent use of allocated space that fully meets the standards within the SLAC Space Standards Policy.

Supervisor – An individual who manages at least three SLAC staff (benefits eligible or interns/postdocs)

9.0 REVISION HISTORY

Revision Date Released Description of Change R001 07/29/2011 Initial Release with Lab Director signature R002 07/06/2018 Significant Revision R003 03/12/2025 Significant Revision R003.1 11/11/2025 Updated Section 2.4 to indicate space allocation based on use of spaces/ days of week. Updated Table 1 and Table 2 with the correct and updated description.

https://policies.slac.stanford.edu/

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10.0 APPENDIX: RESPONSIBILITIES

This document defines specific roles, responsibilities, and requirements for implementing the SLAC Space Standards Policy.

10.1 Laboratory Director

Sets policy and expectations and provides the institutional authority for the allocation or re-allocation of space.

Has authority to approve exceptions to this policy.

Can delegate responsibility for granting Lab Director concurrence on recommended strategic space solutions.

10.2 Deputy Directors – DDO, DDPI, and DDS&T

Acts along with Laboratory Director for prioritizing allocation or re-allocation of space based on Space Criteria (See Table 2)

10.3 Deputy Director for Operations

Acts on behalf of the Laboratory Director as cognizant deputy for approving allocation or re-allocation of space for Space Management/ F&O

10.4 Senior Management Team (SMT)

Provides institutional leadership in ensuring effective implementation and support of space standards policy.

Appoints an organizational Space Point of Contact, as necessary, to assist with the implementation of this policy (ensure all staff movement is communicated to the Space Management).

Validates utilization of their allocated space is consistent with this policy within their respective organization.

Collaborates with Facilities & Operations Director | Facilities Management & Planning | Space Management group to resolve space-related issues.

10.5 Senior Management Team - Space Point of Contact

Acts on behalf of their respective SMT member in determining space needs and validation of utilization and for assigning or re-assigning space within their allocated spaces.

Collaborates with Space Management in effectively and efficiently implementing the SLAC Space Standards Policy.

Acts as the point of contact within their respective organization for the SLAC Space Standards Policy and provides program advice and counsel.

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10.6 Facilities and Operations Director

Maintains oversight of the Facilities Management and Planning | Space Management group.

May represent Space Management recommendations for space solutions, as appropriate, to Senior Management team for discussion/comments and to Lab Director for concurrence.

Is responsible for maintaining the infrastructure to support all SLAC space that is active, inactive, or decommissioned for disposition.

10.7 Facilities Management and Planning | Space Management Team Responsible for creating and facilitating efficient solutions for competing space needs to maximize the utilization of all SLAC space.

Responsible for scheduling cadence with Senior Management Team to review outstanding space requests and move projects towards implementation.

Manages intake data for all new space requests, assesses and communicates feasibility to stakeholders, and finds solutions for conflicting needs in collaboration with all Directorates, Mission Support groups, and Major Projects. Space Management will keep in close correspondence with the requestor on the latest updates to the request.

Manages notifications of vacated office space or laboratory space, and using the criteria in Section 3.1, proposes space solutions for the reallocation of vacated spaces.

Maintains accuracy of all current databases and systems for managing assignment of space and space utilization and shall contribute to FIMS working teams for annual reporting compliance.

Kept updated about internal staff moves by the Directorates.

Manages all staff movement (through each directorates administrative team), reviews and/or implements reconfigurations of SLAC space, and maintains furniture standards in collaboration with ES&H ergonomics team.

Acts as the central point of contact for the SLAC Space Standards Policy and provides program advice and counsel to all stakeholders.

Maintains this policy document and performs periodic assessments to determine the continued effectiveness of this requirements document and implementation of space standards.