Suggestion Topics:

Below are suggestions received by the Communication Committee from either the suggestion boxes or the online Web form. Some suggestions have been summarized to save space or avoid repetition when more than one person has commented about similar issues. We read and refer each suggestion. If the suggestion maps to the charge of one of the Communication Committee Task Forces, it is sent to that chairperson for inclusion in the Task Force's deliberations. If a suggestion relates to a functional area of  SLAC, it is sent to someone who can respond to that suggestion. Referrals are preceded by the word REFERRED.  RESPONSES from the people to whom a suggestion has been referred are included when available. 

The suggestions below are on a variety of topics such as quality of work life, respect and diversity, computing needs, etc.

SUGGESTION: Allow people to work 4 ten hour days per week. My suggestion would benefit air quality and morale.
REFERRED: L. Lyon, Director for Human Resources
RESPONSE: It is possible for employees to work alternative schedules (whether four ten-hour days or eight nine-hour days and one eight hour days every two weeks with a Friday or Monday off every two weeks) at SLAC. Exempt staff can work out arrangements with their manager/supervisor if their work situation is amenable to such a schedule. Non-exempt staff can also make arrangements through their supervisor to work alternative schedules (once again, if their work is amenable to an alternative schedule), but the state of California has imposed legal requirements on how this can be done, so supervisors of non-exempt staff need to coordinate with the Employee Relations office in Human Resources. Similarly, workers represented by USW (Editor's note: United Stanford Workers) can also arrange alternative work schedules with supervisory approval, but need to coordinate both with USW and with the Employee Relations Office.

SUGGESTION: Allow people to choose one day a week to tele-commute, when it would be appropriate for their job.
REFERRED: L. Lyon, Director for Human Resources
RESPONSE:  Telecommuting is done at SLAC. Typically, it is done by exempt staff who are not required by law to keep detailed accounting of their time. SLAC does require that the employee’s supervisor have some reasonable way of knowing that the agreed upon work is being accomplished. Nonexempt and bargaining unit staff may be able to work from home, but special arrangements need to be made with the assistance of the Employee Relations Office. All telecommuting requires the approval of the employee’s supervisor and will not be approved if the work is not amenable to the telecommuting work option.

SUGGESTION: Clean Men's and Women's restrooms in the research yard. I was embarrassed and ashamed that the last thing my family saw on my personal SLAC tour was a filthy bathroom with graffiti in all the stalls.
REFERRED: Interim referral to Steve Williams, Research Division, for referral to the appropriate building manager.
RESPONSE:

SUGGESTION: 100 Mbit fast ethernet for users working on FFTB.  Buildings 406 and 407.  My suggestion would benefit researchers down int he research yard who need to move ~10-30 Gbytes per day to and from SLAC servers and between local machines.
REFERRED:  Sent to Dieter Walz, building manager for those buildings and Steve Williams, who works with the needs of the User community.

SUGGESTION: Don't shove Windows NT down my throat. Let me have a Mac if I want. The security risks are lower (ask the US Army), the support costs are much lower (every study has shown this), common files can be shared across platforms (.pdf, MSWord, html, etc.) I can do everything I need on my Mac and with Linux (running from a different partition on the same Hard Drive/CPU!). In addition, it lets me take advantage of my years of old files, etc.
REFERRED:  Andrea Chan, Desktop Support Group and Bob Cowles, Computer Security.

RESPONSE: This is a combined response from Bob and Andrea:

At SLAC we have limited funds and staff to build a network server and support infrastructure. For better or worse, NT is required by many CAD and new applications, PeopleSoft, etc... and we simply don't have the resources to support more environments (the resources required increase exponentially with the environments) and have to drop support for areas where the need seems declining, in order to allow for areas where there is more demand (e.g., adding Linux support is stretching us pretty thin even with the fact that it's pretty similar to Unix, we are also adding Windows 2000 support).

>The security risks are lower (ask the US Army),

The Army experience is with web servers and is not really comparable to desktops. At the very best, the desktop has extremely poor security. On the network side ... well here are a few files from a random hacker site:

AutoGuest.sit  Gives full privs on an AppleShare volume you have guest access to.
Cloakshare1.0.sit  Hides your presence on an AppleTalk network
EtherPeek_2.0.4_Demo.sit  Demo of an Ethernet packet sniffing utility.
FileShareHack1.0b.sit  Lists registered users of an Apple File Server
Incognito1.2ß2src.sit  Will hide an application on a network. Good for using an application that has serial number verification over networked systems.
LaserLockout1.2.sit  Prevent some people from printing to a LaserWriter
LaunchRemote1.0.cpt  Will launch a program on a remote Mac over Appletalk.

> the support costs are much lower (every study has shown this),

This is only relevant in single-platform environments. Gartner Group studies 4-5 years ago detailed the problems of trying to maintain a mixed environment (as they themselves converted from all Mac to all Windows).

> common files can be shared across platforms (.pdf, MSWord, html, etc.)

Somewhat true ... but M$ keeps changing the file formats to force people to upgrade to the new versions of Office. Can your software handle the Office 2000-format files?

> I can do everything I need on my Mac and with Linux (running from a different partition on the same Hard
> Drive/CPU!).

I hope you're keeping up with the patches! Linux can be a high maintenance system to keep secure since it has a lot of TCP ports of interest to the hacker community (by the way, you just blew away your security argument -- I won't even try to list the Linux exploits ... when was the last time you asked us to do a security scan on your machine?).

> In addition, it lets me take advantage of my years of old files, etc.

You do have current backups of those files, right? Are the files in some format not readable by current software on another platform? Wouldn't it be better to have these files on a file server where they are backed up, and disaster recovery issues are dealt with automatically? What happens when your hard drive fails? What happens when something bangs into the sprinkler system on the ceiling and the machine is flooded with rusty water? [the list goes on and on]

SUGGESTION: Better computers in our offices (so many are past service life). Want to be able to look at websites with JAVA! Why can't we see these sites?! This is pretty frustrating. SUGGESTION: Need Java compatible Unix machines at SCS!!! GRRR!!! -- Upgrade computers.
REFERRED: Sent via email to unix-admin@slac.stanford.edu and to Bob Cowles, SLAC Security guru for a response. 
RESPONSE TO BETTER COMPUTERS: We (SCS) agree that users need up-to-date, good-quality desktop computers. Supplying such computers is the responsibility of the user's group, but SCS tries to assist by consulting with users and group computing czars and recommending a few standard configurations. Users with specific questions about desktop UNIX computers should send mail to unix-admin@slac.stanford.edu.

RESPONSE TO JAVA COMMENT: 
(Editor's note: The Editor received two responses, (below) which each indicated more information is necessary.   Suggestor:  Please contact either unix-admin via email with your concerns or contact Andrea Chan, desktop support, who can more effectively route the problem to the appropriate person.)
 I'm not sure what this refers to. The Suggestion mentions "Unix machines" but we have not heard of any Java-related problems with current (Solaris or Linux) desktop UNIX machines.

On the other hand, the cover note (transmitting the suggestion) also mentions NCDs. We are aware of a problem with Java applets when running Netscape from some older NCD models (the only case reported to us was on a model 19c, but the problem might very well affect most of the older NCD models). NCD has frozen their software support for these older models, so it appears unlikely that we will get a fix. We have not heard reports of similar problems with the newer NCD Explora and HMX models but we have not tested these models either. We will be happy to investigate any specific problems reported through unix-admin@slac.stanford.edu or via the Help Desk, including recommending replacement hardware, if necessary.
==============
There may be a confusion re: Java and Javascript. On the other hand, I suspect that they are also expressing concern over the fact that X-Windows web browsers (e.g., on NCDs) have had by default Java and Javascript disabled. This decision dates back to the days when there were more security concerns re: Java/Javascript than might exist today. It's further compounded by the fact that more web pages (including some at SLAC) use client-side scripting. So, it's not about upgrading NCDs or finding Java-compatible machines, it's about a policy.

SUGGESTION: Establish a procedure or protocol to challenge guidelines, directives, ESH, etc. Allow SLAC employees to ask for a justification on demand, and if the subject matter expert cannot defend the decision, then the policy, guideline, etc. should be rescinded. 
REFERRED: Roger Erickson, Chairperson of Task Force A: Line/Internal Communications.

SUGGESTION: It would be helpful if employees were encouraged by supervisors to change their voice mail greeting to reflect their absence from SLAC, when they are to return, and who maybe be their backup.
REFERRED:  Roger Erickson, Task Force A (Line communications); S. Hoerger for inclusion in SLAC new employee orientation and R. Todaro for announcing at the Senior Manager's Forum.

SUGGESTION: Enforce traffic and parking rules fairly and comprehensively. Ensure people honor the temporary parking places and that contractors respect the rules. Enforce traffic and parking standards for everyone--including Security staff and vehicles. Mark parking areas consistently so everyone understands them. (Editor's note: this suggestion summarizes two comments from the Suggestion Box)
RESPONSE:  Rick Yeager, Head of SLAC Safeguards and Security.  
   I really appreciate the comments/complaints received in the on-line SLAC Communications Committee Suggestion Box regarding Safeguards and Security. Constructive criticism is important and serves as a reminder that there is always room for improvement when justified. Sometimes, what appears to be a lacksidasical approach to, or an ignoring of a procedure is, in fact, a planned and previously approved departure from established programs or procedures.
Specifically:

1. Comment - "...security routinely drives through stop signs and exceeds safe speeds in the research yard area."

The SLAC Security Force is expected to follow Traffic Control Procedures as well as SLAC employees, contractors, and visitors. Daily reminders of these requirements are verbally passed to all Patrol Officers at the Shift Meetings by the Senior Shift Commander. There are  occasions when a Patrol Officer will drive through a stop sign when providing special escort duty with heavy equipment or VIP escort. During such an activity, most of the time, another Security Officer is on foot in the street holding traffic to allow safe movement of the vehicles. Excessive speed is not approved except during the escort of emergency vehicles such as ambulances or fire engines, and then only if the emergency vehicle operator has requested the speed. Except in unusual circumstances, their speed is maintained within the 25 to 30 mph range during response.

2. Comment - "...security (specifically Mr. Yeager) seems unable to respond to any notes addressed to him, through email or by snail mail."

As Manager, Safeguards and Security, I try to answer all complaints or comments either verbally in person, telephonically, or via email.  If I have failed to answer anyone's notes, comments, or complaints, please advise me and I will do my best to answer them with an apology for late response.

3. Comment - "...security routinely turns a blind eye to government and contractor trucks and cars which are parked in fire zones, blocking access points, and in other posted areas."

Security does not "turn a blind eye" to government and contractor vehicles parked in fire zones, blocking access points, and in other posted areas. I have cleared with the SLAC Battalion Fire Chief the periodic blockage of such areas by maintenance vehicles and contractor vehicles performing a required service. Such vehicles are supposed to have a traffic control cone placed to the rear of their vehicle, and must advise the Main Gate Officers of their location in the buildings or areas in the event of a catastrophe. In the event there has been some slippage in enforcement procedures, I will reinforce the Patrol Officer monitoring of such vehicles to insure maintenance and contractor personnel are following the rules. I will also update my advisory to SLAC SEM and other organizations reminding them of the requirements to use the cone and advise the Main Gate of service or maintenance tasks. As a matter of interest, any contractor vehicle which is a "working vehicle" and which is involved in ongoing an ongoing job contract requiring a specialized vehicle or equipment, is authorized to park in a government vehicle parking space immediately adjacent to the work site. During the life of the contract, this type vehicle is considered to be a temporary government vehicle. This vehicle must be marked with the company name or other identifying signage, and does not extend to a personal vehicle used for individual transportation to and from the SLAC site.

4. Comment - "...SLAC seems unable to design a consistent parking lot marking. For example, we have parking spaces (with lines and areas) which are painted against a red curb - is it red or parking?"

Parking lot design is the responsibility of the affected Building Manager or Managers, and not Security. The SLAC Battalion Fire Chief and I provide advice regarding traffic flow and safety, but the Building Managers make the final decision regarding sign placement and the painting of lines and other notifications. An example of this would be the group which handled the marking of the lower parking lot at the A&E Bldg and the Test Lab. The two Building Managers and other concerned persons consulted with the Battalion Fire Chief and I regarding our respective requirements for access. They then reached an agreement regarding the designation of specific parking lot markings and sign placement and advised SLAC SEM who contracted the painting and sign installation. One area which is unclear is the Loop Road in front of the A&E Bldg which has a red curb with vehicle parking designations appearing through the overpaint. Parking was allowed here during the construction of the Physics & Engineering Bldg, then the spaces were overpainted with black paint. Time and weather has worn the black paint allowing some of the spaces to again become visible. SEM is aware of this problem, and is planning a more permanent removal of the space markings.

5. Comment - "...SLAC seems unwilling to enforce timed parking areas, and thus most have been removed over the years. Without any temporary parking to critical buildings, it is no wonder that (people seem) so frustrated with persons who park illegally.

Enforcement of timed parking slots are also the responsibility of the individual Bldg Manager. Due to the site wide dispersion of these slots, Safeguards and Security enforcement is dependent upon notification being received of a violation. We are currently involved in an enforcement action in response to the Bldg Manager of the ES&H Bldg because of repeated misuse of their timed slots. Enforcement is also actively pursued at the SLAC Cafeteria, and has been since the timed slots were installed because of continued misuse. We do not have a full time parking lot "Meter Person", and depend upon Bldg Manager requests for active enforcement of the timed slots.

Thank you for providing me with the comments and complaints. It refreshes my memory regarding areas of concern to the SLAC population, and provides me with a vehicle for specific reminders to my Patrol and Gate Officers.

Cheers!
Rick

SUGGESTION: Putting Green.
REFERRED: Suggestor-- When you read this, please contact Debbie Alwyn, SLAC Wellness Coordinator (x4588) to discuss your recreational suggestion.

SUGGESTION: Put a child care center on-site. This would benefit working parents.
REFERRED:  P.A. Moore, Assistant to the Director.
RESPONSE:

SUGGESTION: Make the SLAC Library accessible for non-occupants of Building 40 during off-hours. My suggestion would benefit everyone with a need to go to the Library and not the time to do so during normal hours.
REFERRED:  Ann Redfield, Assistant Chief Librarian.
RESPONSE: The main doors to the SLAC Library are permanently open and check-out and use are on the honor system.  Nights and weekends the doors to Building 40 are locked. Obtain a Central Lab Building 40 outer doors key by filling out a key request form and getting it signed by your supervisor or group leader (the Library staff will not sign such key requests). This signed key request form should then be taken to Bldg 241, Room 1. Call Faye Graham, ext 3733 in advance to find out when the Key Desk is open. 

SUGGESTION: The audio-visual system in the auditorium almost always fails in some way at  least once and often more than once  every time we have a speaker there. Personally, I find it embarrassing to have some world class person come to SLAC and then have someone run down a couple times during their talk to fix something. It makes us look bad! 
RESPONSE: Nina Stolar, Public Affairs Office: The equipment in the Auditorium Control Room is older technology and in some cases obsolete. A request has been made for funds to upgrade this equipment. The microphone issues are more complex. We are relocating the transmitter for the microphones to lessen the 'dead spots' where they don't function well. We have continued training the pool of on-call audio visual technicians for more consistent performance.  This includes a quick response when troubles do occur. Although we instruct speakers on best use, those difficulties caused by speaker 'operator error' are not within our control to prevent.

The best preventive maintenance is good planning. Lead time is required to suitably staff lab-wide audio-visual services. When services are required, contact the Public Affairs Office (x2204) with the details of your request. Information on services is available on the web at: http://www.slac.stanford.edu/grp/pao/pao.html.

SUGGESTION: There seems to be a infrequent but on-going disconnect in communication when it comes to scheduling of events and use of the Orange Room/Auditorium. Too many instances of reversals at a later date too close to the scheduled event.
RESPONSE:  Nina Stolar, Public Affairs Office:  In general, on-site meeting rooms are available on a first-come, first-served basis. However, there are some exceptions to this. As each meeting room is owned by a group, that group may claim precedence at times.

The standing policy for the Orange Room is that certain special events have priority. These include program and policy committee meetings, DOE functions and other use (such as workshops suited to the room size and overflow viewing for Auditorium events). There are infrequent cases where reservations for the Orange Room or Auditorium are reversed due to an appropriate change in the lab's needs. These cases may have very short lead time; however, these do not occur often. All contacts with standing meetings in the Orange Room are aware of this and are reminded on an annual basis.

If you have a full day (or several day) meeting, please reserve the room for any setup and cleanup time needed and through the evening to assure uninterrupted use of the room. Please overestimate your ending time as agendas can run late and attendees often remain for informal discussion.

SUGGESTION: A comment about the bicycle cemetery in the entrance area to the Central Lab and Central Lab Annex.  I really would appreciate if the bicycle cemetery in front of the entrance area could be cleaned up.  Half of the bicycles are not used and decay.  It is not pleasant to look at every day. The bicycles would need to be unlocked and might be offered for recycling.
REFERRED: Frank O'Neill, Building Manager for 40 and 42.
RESPONSE: Frank O'Neill has requested Security to tag the derelict bicycles around the Central Laboratory.  Once individuals have identified those that are owned, the abandoned ones will be removed by Salvage. 

SUGGESTION: At the last diversity training, one category of minority was completely ignored: Transgendered people.  Although these are at SLAC, they figured no where in the statistics.  Diversity Training should include them without doubt.  My suggestion would benefit: SLAC.  Being myself gay, I have been asked by SLAC personnel, with hiring power, to advise them about hiring a MTF person and how to approach the subject. I have learned that at least one MTF person had a very hard time working at SLAC.
REFERRED: Lee Lyon, Director of Human Resources.
RESPONSE:  We do not keep statistics on gay or transgender staff for two reasons: many do not wish to be identified and neither federal nor state laws require organizations to maintain statistics. We certainly agree, however, that diversity training should deal with transgender issues if they arise; both the Affirmative Action Office and the Employee Relations Office are available to assist employees with these issues. Finally, SLAC will not tolerate discrimination based on sexual orientation. If individuals are experiencing what they believe is discrimination, he/she should bring it to the attention of the Affirmative Action Office or the Employee Relations Office.

SUGGESTION: Considering the high housing prices in the B.A. (Editor's note: Bay Area), it would be useful to provide temporary affordable housing for researchers from overseas (given also the strength of the US$), especially for students via agreements with Stanford U. (Summer should be easier.) My suggestion would benefit foreign users (especially students who have usually a hard time making ends meet in the B.A.)
RESPONSE:  This is a high priority with the Director and SLAC is looking into the feasibility of on-site user lodging. For further information please call Matt Allen, x2820.

SUGGESTION: The stock room in Building 120 needs improvement.
RESPONSE: This suggestion has been sent as an email to B.K. Choi, the building manager for SSRL #120.  It would probably be most helpful if you contacted Mr. Choi (x2672 or email choi@slac.stanford.edu) to let him know the specific improvements you wish to suggest.

SUGGESTION: I strongly urge SLAC management to take a serious look at the poor job they are doing on encouraging wellness and physical fitness here at the laboratory.

The meager investment they have in good fitness/workout space and adequate, private shower facilities requires a re-look

Now that we have a new Director, he should get a "Wellness Task Force" together to look at some serious improvements in our facilities.  If we are building so many new buildings on site, why isn't this included in the "master plan"?

RESPONSE: The Laboratory is trying to remodel space in Building 27 for a new Cardio-Fitness facility.  Debbie Alwyn can supply some detail of what is planned. (Editor's note: this comment is from general knowledge.)

RESPONSE: From Lee Lyon (also on behalf of K. Kase, and J. Jobe):  SLAC has recently appointed a person who, along with the Associate Directors, will provide space planning and direction for the laboratory. There will be a long term space plan developed. Part of the consideration will be improved exercise facilities for SLAC employees. We recognize the desirability of better facilities, but also know that this must be placed alongside all of the Lab's other space needs and put in some priority order based on the urgency of the need and the available budget for space development and expansion. In the mean time, we at least have some exercise availaibility. Employees can, of course, use Stanford facilities, but we know that is inconvenient and has some limitations on the hours of use. So, for now, we cannot commit to improvements, but can assure the suggestor that we will consider this in the space planning process.

SUGGESTION: Subject: communication
TO:  Pat Kreitz, CC5 (Editor's note: The Communications Committee's group of chairpersons refers to itself as the CC5)

    During the past thirty years at SLAC I've noticed four or five managers who run their operations largely through various kinds of abuse of their employees. Threats, public beratings, emotional violence, scorn and sometimes just a long face, like "I'm too cool to smile at the likes of you."

    I have seen the relief people felt when these brutes were gone and I have seen the waves of damage left behind: mistrust, loss of initiative, listlessness, CYA-indifference, loss of that sense of family and group enthusiasm for the project at hand.

    Just one of these people can make a dozen willing workers recalcitrant and spiteful while everyone involved backs away from that benign conspiracy to do a good job which is so crucial to making good use of our lean budgets.

    I urge you all, Jonathan especially, to find these people and get them out of our beautiful laboratory. Find them jobs in the valley with higher pay, and good riddance.

    Names and closer descriptions can be had for the asking. None of this is in confidence.

RESPONSE: From Lee Lyon, Director of Human Resources:

   SLAC Human Resources, the Director, and the Associate Directors are aware that there continue to be instances of discourteous and uncivil behavior, if not abusive behavior, in our workplace. The SLAC Directorate is committed to eliminating this style of management and, in fact, all abusive and uncivil behavior between any SLAC employees. We have not yet determined how it will be communicated, but we will let the Laboratory know of our resolve to stop this type of communication. We believe we will have better information to formulate our approach to this subject once we read the full report from the Communications Task Force that is expected in late July. We will probably offer training programs, so that people can learn other ways of communicating. Once that is done, we will identify and discipline those who persist in conducting themselves in that manner. In some instances over the past couple of years, managers and supervisors who engage in this behavior have been privately counseled regarding their behavior. Certainly anytime abusive behavior occurs, the Employee Relations office in Human Resources should be contacted. We share your concern and appreciate your willingness to bring this forward.

| SLAC | Home | Charge | Roster | Update | Final Reports | Suggestions and Responses | 

McDunn
18 Jan 2002 04:01 PM