Frequently Asked Questions

New Students

How can I be considered for a student position at LANL? How do I apply?

To be considered for a HS Co-op position, read through the application instructions at /education/precollege/about.shtml#How.

To be considered for an undergraduate or graduate student position, go to https://www.hr.lanl.gov/stuapp/default.asp and follow the instructions.

I have already applied for a student position, but have not heard anything or been offered a position. What is the status of my application?

If you have not been contacted by a LANL employee about a student position, unfortunately that means you have not yet been selected for a position. If you would like to increase your chances of gaining a position, we recommend the following: begin networking within the laboratory. You may have better luck if you contact divisions that fall within your area of interest. If you need more information or ideas about divisions you could possibly work for, you can go to http://www.lanl.gov/worldview/organization/listings.shtml. Look for organizations/divisions that seem to fall within your area of interest. Each of the pages for a division has a contact that you can either e-mail or call, and let them know you are interested in working with them in a student position. Making a specific contact within a division might help you obtain better success.

How do I update my previously submitted application/resume?

For HS Co-op positions, let your school counselor know.

For Undergraduate and Graduate positions, you will need to resubmit your online application at /education/jumpstart/studapp_procedures.shtml

What other opportunities are there for students (in addition to the HS Co-op, UGS, and GRA positions)?

There is a searchable database of all the opportunities available for students at http://education.lanl.gov/FMPro/EPO/search.lasso. Each of the programs has specific contacts listed if you would like more information.

Which student program is the right one for me?

The vast majority of students who work at the Lab are in one of the employment programs operated through Human Resources (HR)-Staffing. These programs include the High School Coop, Undergraduate, and Graduate programs, each of which has a technical and administrative strand. If you wish to know more about which program is right for you, and the criteria by which you might move between these programs, you can visit the HR Staffing Home Page which will open in a new browser window.

A few students come here under what is called a Special Programs Guest Agreement. There are many reasons why a Division might choose this employment method, but it is always due to a special circumstance that is inconsistent with the standard employment programs.

In addition to the standard employment programs, there are many Special Focus Student Programs at the Lab. The best source for a comprehensive list of these programs is the one prepared for the Education Initiatives Counsel and maintained by the Education Program Office. This list will open in a new browser window.

How can I find the right job for me?

The most effective way to find student employment in the organization that is right for you is to explore the LANL web sites, and see which organizations or individuals you would like to work with. Then, contact these organizations or people to discuss opportunities.

Who should I contact with questions?

There are many people who will help to get your pre-arrival paperwork in order, get you here, orient you, work with you, support you, and help you get back to school or home. If you have specific questions about your work assignment and/or aspects of your time with us related to your work assignment, you should contact your host/mentor. Your mentor would be the best place to start with questions related to your day-to-day work, phone, email, office, hours, expectations, etc. In fact, these types of straight forward questions are a great way to get to know your host/mentor better.

If you have administrative questions regarding the logistics of getting you here, getting you home, you should contact the Program Coordinator of the program(s) in which you are participating. See the HR Staffing Home Page for the program you are in to find out who your coordinator is.

While you are here, you may need assistance with any number of unforeseeable situations as well as more thorough understanding of Lab policies, procedures, and rules. Your mentor, program coordinator, and student advisor are here to help you.

If you have questions about Lab sponsored student housing, the Housing Office staff are the best source of direct information. They can be reached at housing@lanl.gov and/or 505.667.1727

What do all the acronyms mean?

You will find out very quickly that almost everything at the Laboratory is referred to with an acronym or abbreviation- LANL, EES, GRA, UGS, etc. It can be difficult at first to figure out what it all means, and where everyone fits into the organizational structure of the Laboratory. The Director is in charge of the entire Laboratory, assisted by Deputy Lab Directors and several Associate Directors. The three Associate Lab Directors are each in charge of a direcorate. Each directorate is composed of many divisions, for example Earth and Environmental Sciences (EES) Division is one of nine divisions that make up the Strategic and Supporting Research (SSR) Directorate.

The abbreviations for all of the divisions in the lab can be found on the Lab Organization Web site. Each division has a Division Director and a Deputy Division Director. Divisions are made up of groups, for example EES-1, EES-3, etc., and each group has a Group Leader (some have Deputy Group Leaders). Groups are made up of Technical Staff Members (TSMs), Technicians (TECs), administrative personnel, postdocs, students, and sometimes visiting scientists. Some groups are arranged by discipline (for example EES-8 studies atmospheric and climate science) and others are arranged by program (for example EES-7 provides Test Coordination Office (TCO) efforts related to the Yucca Mountain Site Characterization Project (YMP) High-Level Nuclear Waste Repository ProgramYucca Mountain Project).

How do I get to Los Alamos?

Getting to Los Alamos is done most easily by car, but there are also several public transportation options available. The closest major airport is Albuquerque International Sunport in Albuquerque, New Mexico. There is also a small aiport in Santa Fe and another Los Alamos. You can fly into these other aiports, sometimes with great ease and with great deals, but be aware of how you will make the next part of journey (below).

To get from Albuquerque to Los Alamos you can:

• Take the Rio Grande Air shuttle to Los Alamos airport. This you can only do during normal business hours and you must still arrange for a ride to your final destination.
• Take the Sandia Shuttle Bus Service to one of the hotels in Santa Fe where the Roadrunner Shuttle will take you to Los Alamos, and your final destination.
• Take a short flight to Santa Fe, where the Roadrunner Shuttle will take you to Los Alamos, and your final destination.
• Rent a car one-way to Los Alamos. This must be a Budget rental if the Lab is to reimburse your charges. Enterprise has a small office in Los Alamos and may also be an option though the Lab cannot reimburse you for using Enterprise.
• Take a cab - not recommended, it is VERY expensive!

The telephone numbers for these services are:

• Rio Grande Air (Mesa Airlines) - 800.637.2247
• Sandia Shuttle Bus Service - 505.982.4311
• Roadrunner Shuttle Service - 505.424.3367
• Budget Rent-A-Car - 800.527.0700
• Enterprise Rent-A-Car - 800.736.8222

In general, it is best to work with your Program Coordinator or your host/mentor to find the best way for you to get to Los Alamos.

How do I get to my work site?

To help you locate your worksite, please use the JCNNM - LANL Structure Locator. To use these maps, you must obtain the Technical Area and Building Number for the office you will be occupying from your mentor.

If you are coming to Los Alamos without a car, there is a free bus service during working hours that can move you from work-site to work-site. The "JCNNM Taxi" is heavily used by students and can be reached at 7-8294 (7-TAXI). If you are living in LANL sponsored housing, the site-to-site bus service can pick you up at the Bradbury Science Museum about a block away from student housing.

If you are living in the town-site there is the Los Alamos Bus Service, fondly called the LABus, for a small charge. It may also be possible to walk or bike to many parts of the Lab from the Los Alamos town-site.

If you are living "off-the-hill" (in White Rock, Española, or Santa Fe), there is currently no mass transportation system to Los Alamos so you would have to locate other sources for transportation. Commuters Corner is a great place to find out about both public transportation and carpooling options.

How should I dress for work?

This is a topic best discussed with your host/mentor, but in general dress is very casual. The idea here is to fit in with the group in which you will be team member. You should follow their lead on this one. Overall, students do the T-Shirt, shorts, and sandals thing most of the time. There are always presentations to be made so having a nice set of professionally casual clothing with you is also a wise choice. You should discuss with your mentor whether there will be a need for more formal attire at any specific occasions. These events do happen and we would not want you to miss the opportunity for lack of clothing.

What are my daily work hours?

Most employees work on a schedule called "9/80" where we get every other Friday off. However the nature of some assignments precludes the use of this option. The normal "5/40" work week is also common. Other arrangements can be made depending on personal needs and assignment demands. This is an area where should know your options and follow the lead of your hosting division, group, or team to the extent possible.

Will I have Internet access and email?

All students, or certainly the vast majority, will have access to the Internet and a self-selected email address that is something@lanl.gov. Please note, however, that these privileges and the computer on which you will use them are government property. This means that their use is controlled by Laboratory "official use only" policies. Once you arrive here, you should make yourself familiar with policies regarding computer use.

What is the weather like in Los Alamos?

Los Alamos is located in a mountainous area surrounded by high-desert. In a desert, and particularly a high-desert, the ground gains heat quickly and loses heat just as quickly. As a result we have large daily temperature swings. Los Alamos is at an elevation of 2200 meters (7200 feet). The air is thin, clear, and clean. The humidity is generally very low (once measured at 4, yes four, percent by our High Explosives Division). There is a rainy season, between about mid-July through mid-September, where each afternoon we get a delightful rain, which cools things off before the glorious sunsets most evenings.

The rest of the year there is moderate precipitation. Most of the rain and snow falls in the surrounding Jemez mountains providing us with green grass and tall pine and poplar trees, hence the name Los Alamos (the poplars). There is a down hill ski area just above Los Alamos, but the town itself seldom gets snow in any quantity, nor does it last on the ground for more than a few days.

So, here are the general weather conditions by typical student-season. Summer is the busiest time for students. There will be over 1000 students here doing and supporting research. Most students will arrive in late Spring when the day-time highs are in the 80's and night-time lows are in the 60's. Thirty-degree daily temperature swings are common because desert land does not hold the heat well. By mid-stay the rainy season will be here and the daily highs are in the 90's. (Down in the valley there is far less rain and the temperatures stay much higher.) The whether is perfect for white water rafting, rock climbing, biking, hiking, and camping - all major Spring/Summer/Fall activities in northern New Mexico.

If you stay into, or come during, the Fall, you can expect to begin your stay with daily highs in the 80's and nightly lows in the 60's (degrees Fahrenheit of course). You will most likely end your stay with some snow, daily highs in the 50's and nightly lows in the 30's. Early Fall is the tail end of the rainy season which brings afternoon rains, awesome sunsets and rainbows, and lots of green plant life. With luck you can ski before you leave.

How might the high elevation of Los Alamos affect me?

The Los Alamos altitude of 2200 meters (7200 feet) is not high enough for serious altitude-related health problems, but it is high enough to create some short-term discomfort. The thinness of the air can cause headaches, tiredness, and sunburn for some people. For the few who are sensitive, the lethargy and headaches usually end in the first week or so.

Sunburn is a constant risk for those of fair skin. If you plan on being outside, go no where without sun screen and do not hesitate to buy the high-SPF kind and use it liberally. The dryness of the air can produce stuffy noses, dry skin, and dehydration. The issue of dehydration is of greatest concern, even if you are not active outdoors. It is so dry that one can lose water through perspiration without having seen or felt any sweat on the body - the bottom line is DRINK LOTS OF H2O! For the dry skin and stuffy nose problems many guests use over-the-counter nasal sprays and hand creams during the transition.

In the surrounding area it is easy to drive to an altitude greater than 3050 meters (10,000 feet) from which you can hike to altitudes as high as 4,000 meters (13,111 feet) on Wheeler Peak, the highest peak in New Mexico. At those altitudes, serious altitude-related problems can occur. Extreme solar and temperature exposure can result in hypo- and hyper-thermia. Both of these conditions are potential medical emergencies if not realized early. The thinness of air at these altitudes can cause pulmonary edema, a medical emergency only resolvable by getting the victim to a lower elevation. Victims of pulmonary edema can be among the fittest of people, it is caused by cellular construct in the lungs, not physical conditioning. It is VERY IMPORTANT to be careful and aware when hiking, skiing, snowshoeing, etc. at high altitude.

What are my housing options?

Los Alamos (including White Rock, a suburb of Los Alamos) is a town of about 14,000 people. Several surrounding communities are within a 45-minute commute to Los Alamos. Most students locate housing on their own. During the summer, economical housing can be very difficult to locate. The LANL Housing Office web page has links to local newspapers and many other sources of housing options, including rentals and houses for sale. The Student Bulletin Board also often has announcements of houses or rooms for rent.

Los Alamos National Laboratory maintains a few apartments which are available short-term to students and other Lab guests. Often these are retained for student participants in Special Focus Student Programs. These apartments are clean, reasonably priced, but small. During most of the year, both single and double occupancy apartments are available. In summer, only double-occupancy apartments are available, due to the large number of students at the Lab. To learn more contact the Housing Office staff at housing@lanl.gov or 505-667-1727

When can I check into my LANL apartment?

If you are accepted into Lab sponsored housing, you can move into your apartment during Lab business hours up to one week prior to your start date. This week gives you time to come to Los Alamos, get established, and be ready to work. It is imperative that you coordinate your arrival with the Housing Office staff to ensure that they will be there when you arrive. The Housing Office is not like a regular apartment complex with someone on duty all the time. They have other things which take them away from their office.

Being redundant, it is imperative to coordinate with them at housing@lanl.gov. Lack of coordination is all too prevalent and can be the cause of many problems.

When will I know my mailing address and roommate?

If you have received Lab sponsored housing, your mailing address should be available one week before your move-in date. The Housing Office staff are constantly reassigning roommates to ensure you and your fellow students an uninterrupted place to stay for the duration of your time with us. The best option is to stay in close contact with the Housing Office staff as your arrival time draws closer. We generally make room and roommate assignments about two weeks before your arrival. You should contact the Housing Office staff for this information. The housing office will not make any room or roommate assignments until they have received the housing request form and the cleaning deposit.They are at housing@lanl.gov

How will I be matched with my roommate?

Your roommate is matched through review of your application information, your arrival date, and relative to the residents already in LANL sponsored housing. It is quite subjective, yet it seems to work well almost all the time. You can request a roommate of the same gender on the Housing Request Form. These requests are almost always honored.

You may specify a roommate. The program coordinator usually makes available the email addresses and/or phone numbers of the other participants. You are encouraged to contact them in advance, get to know them, and request a roommate of the same gender if you wish. For a successful request, each participant desiring to room together must make the request. This should be done on the housing request form or, if you have already submitted this form, by contacting the Housing Office staff.

What happens with roommates if there are an odd number of participants of a specific gender?

If you elect double-occupancy housing and there are an odd number of program participants of your gender, you will be placed with a roommate of the same gender in another program if one is available. If no one else is available (almost never), then you get single-occupancy housing at no additional cost to you until a roommate comes along. If you do not accept a roommate when one is available, it is tantamount to electing single-occupancy and you would then become financially responsible for single-occupancy housing. If you and your assigned roommate cannot get along, the Program Coordinator determines how the situation will be resolved.

Continuing Students

Am I, as a returning student, required to re-apply to the program each year?

Yes. As long as you wish to remain in a student program, you must "reapply" before you return to Los Alamos National Laboratory each year by completing the on-line application form and sending the StudentPrograms Office your updated transcripts (can be unofficial). Transcripts should include all semesters completed since you left the Laboratory, degrees awarded, and the semester which is in progress. This paperwork is REQUIRED before the StudentPrograms office can process your Personnel Action Form (PA) allowing you to return to active status to the Laboratory and in order for you to receive any raise to which you may be entitled. Raises CANNOT be processed retroactively. It is your responsibility to provide the program office with the most current transcripts information. StudentPrograms personnel will be reviewing your eligibility prior to your arrival based on the materials you submit. Upon your graduation in May or June, you will be required to provide the proof of graduation before a salary adjustment will be made. Be sure to check the eligibility requirements for your program. The deadline for all updated information (on-line application and transcripts) will be due to the Student Programs Office by APRIL 1st annually.

Do I need to send transcripts or anything else?

All students will need to submit their current transcripts showing the spring semester in progress by April 1 to:

Student Programs Office PO Box 1663 MS P290 Los Alamos National Laboratory Los Alamos, NM 87544 OR Fax to 505-665-4562

Do I need to contact my group and mentor?

Yes, you need to contact your group or mentor to verify the group has funding and work for you this summer before you plan to come to Los Alamos. If your group does not have funding or work for you, please contact progsinfo@lanl.gov and request that your On-line Application be made available on the Student Applicant Listing for consideration by other organizations. Your group may choose to either keep you on casual status or terminate your employment completely.

Eligibility Requirements

I am graduating in May. What will I need to provide the Student Programs Office?

Students who will be graduating in May, may be eligible for a raise and title change to Post Baccalaureate/UGS or Post Master/GRA once they have submitted their final transcripts or proof of graduation to the StudentPrograms Office (No retroactive pay increases). It is the students responsibility to provide the appropriate documentation of conferred degrees once the student has requested and received it.

Do I need to maintain a certain grade point average in order to continue in the Student Programs?

Yes. Eligibility for the undergraduate programs requires a cumulative GPA of 2.0 upon completion of first year and 2.5 upon completion of subsequent years or proof of good academic standing from your college or university. The GRA program requires a cumulative GPA of 3.0 or proof of good academic standing from your college or university. Eligibility will be reviewed by the StudentPrograms representatives whenever your appointment is renewed or extended.

How long can I be in the undergraduate program?

There is a six (6) year cap for those pursuing a bachelor's degree and a three (3) year cap for those pursuing an associates degree.

I am a High School senior, graduating in May/June. When do I move into the Undergraduate Student Program?

High School students that have been accepted to an undergraduate institution for the fall semester will be eligible for the UGS program as early as June, providing they have an acceptance letter to the university and proof of graduation.

When do I move into the Graduate Student Program?

Students that have been accepted to graduate school for the fall semester will be eligible to move to the GRA program as early as mid-May. The student must provide the StudentPrograms Office with their letter of acceptance for the fall semester and proof of graduation if applicable. Students who have been accepted for fall are expected to attend in the fall. There will be no retroactive pay increases.

How long can I be in the GRA program?

Please refer to the GRA website for clarification on length of time.

Benefits

Based on my appointment, what benefits will I receive?

Students with appointments of up to 90 days receive holiday pay, but do not accrue vacation or sick leave. All students are eligible for CORE Medical, CORE Life, and Accidental, Death & Dismemberment insurance benefits. Those appointments over 90 days, but less than one year, are entitled to holiday pay and choice of medical plan and other Health and Welfare insurance coverage. Students with appointments of one year or longer, working 50% or more, receive holiday pay, vacation and sick leave accruals, Health and Welfare benefits, and membership in the UC Retirement System (UCRS). All Benefits questions should be directed to the Benefits Office at 505-667-1806 or by email.

NOTE: Students who accrue vacation and sick time during a one year appointment will not be able to use their vacation and sick time if they return to the Laboratory on a shorter appointment(ie. Casual, PT,) The accrued time will continue to be carried in the Payroll System until the student terminates from the Laboratory or until the student is place on a one-year appointment and can access the accrued time.

Travel

Short Term Employee Travel Policy

What about travel expenses?

All UGS and GRA students are eligible for reimbursement for one round trip transportation, per diem and lodging (subsistence) per appointment. Travel expenses reimbursed are ONLY those expenses while enroute to Los Alamos. Los Alamos is the duty station of all students (with the exception of a few approved "Offsite Students"). Students DO NOT receive any reimbursement for expenses while in Los Alamos at any time. Please be sure to review the UGS / GRA Travel Regulations

All UGS and GRA students must acquire prior approval from your organization for travel reimbursement before incurring travel expenses.

How do I get reimbursed for my travel?

If you are eligible for travel reimbursement, you must submit a GRA / UGS Program Travel Authorization Form along with your airline ticket stub or mileage count and shipping receipts. The form should be signed by your organization and then submitted to BUS-1, MS P234 ASAP after reaching your destination. Please allow 2-3 weeks for processing.

Salary Increases

When will I be eligible for salary increase?

Salaries are based on level of education. You will receive a pay raise when: The salary structure has been revised and/or

• Your appointment comes up for renewal and you have completed the additional schooling required to advance up the salary scale. It is very important that you submit current transcripts as soon as you have completed each additional year of your education and when your appointment comes up for renewal. Salaries will be based on the number of years completed in an undergraduate or graduate program. Salary increases CANNOT be processed retroactively. It is the student's responsibility to provide the Student Programs office with the most up-to-date transcripts and documentation.
• All returning students transcripts are due to Student Programs office by April 1 annually.
• Proof of degree should be provided as soon as you can. There are no retro pay increases.

IMPORTANT NOTE: Students moving from an undergraduate program into the GRA program must submit proof of degree and proof of acceptance into a graduate degree program before the transfer into the GRA program can take place. The proof of degree can be in the form of a memo from your university department stating you have completed (NOT will complete) the requirements for graduation. Proof of acceptance into a graduate degree program can be in the form of a letter from the university or university department indicating your acceptance and when you will begin the program. If a student has not been accepted into a graduate program, then the student will remain in the UGS program, Post Baccalaureate category for up to one year. At that time the student will be required to provide proof of acceptance and enrollment into a graduate degree program.

Departure

What paperwork do I need to complete in order to depart from the Laboratory?

You must stop by the New Hires and Termination Office in the Otowi Building at least two (2) weeks prior to the end of your appointment to complete the necessary paperwork. This applies to students going on CASUAL status and students that are TERMINATING.

Other

What exactly does it mean to be on CASUAL STATUS?

Students will go into "casual" status when they leave the Laboratory after their appointment is up. Casual status is limited to working no more than 832 hours over a period of 12 months. Casual appointments have expiration dates. Students will be asked to provide eligibility information at the end of a casual appointment. If you go to casual status after a 1 year appointment, you will not have access to your vacation or sick leave. If your assignment at the Laboratory is ending but you anticipate that you will be returning next year, your group may elect to submit paperwork to change your appointment from full-time to casual status rather than terminate your appointment. While on casual status you can report to and be paid for work on as "as-needed" basis. This allows you to work during school breaks if you receive prior approval from your mentor. Time is limited it 832 hours over a period of 12 months.

What about housing?

It is very important that you contact the housing office as soon as possible, if you require short term housing. There is only a VERY limited amount of housing that the Laboratory Housing Office can assist with. Once the LANL housing is FULL, students will need to look on the Housing www site for housing in the private sector.

Where do I go and what do I do when I return to the Lab?

Prior to your return, please review the Student Orientation web site for information you may have missed since your departure.

Check in with the StudentPrograms Office to pick up your returning student information packet. Among other important orientation information, this packet will include a copy of your Personnel Action form with your new salary and a copy of your updated Work Plan. Please be aware that the parking situation has tightened around Otowi Building and TA-3 area. Shuttles are available to bring you to the Otowi Building. After picking up your packet, stop by the Badge Office and pick up your new badge.

I've heard that the Laboratory is subject to collective bargaining, what does this mean?

As of January 1, 2000, the Laboratory is covered by the Higher Education Employer-Employee Relations Act (HEERA). Please refer to the HERRA web site for information.

What is the Laboratory standard workweek schedule?

The Laboratory's normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. The Laboratory has recently adopted a new work schedule for all full-time employees. Over a two week period, the regular work schedule for Laboratory employees, referred to as a 9/80 schedule, will be either Schedule A or B as described in the Administrative Manual. Students must be in pay status one full pay period prior to choosing schedule A or B. An employee who requests to do so is permitted to work a 5 day, 40-hour schedule, referred to as a 5/40 schedule. Your group timekeeper can input your schedule. Students should be on the same schedule as mentors. UGS and HS COOP students must be supervised at all times by the mentor.

Are Laboratory Performance Appraisals done for students?

Regular appraisals are to be completed for students who have worked more than 90 days during the review period. The appraisals are done on their anniversary date. Summer students use the Student Feedback Tool.

My question is not answered here. Whom do I contact?

Contact progsinfo@lanl.gov