The Regulations and Procedures Manual (RPM) provides Laboratory staff with an online reference to LBNL policies and regulations. It outlines standard practices, and answers most policy questions likely to come up in the daily operations of Laboratory departments.

Much of the RPM information was condensed from Laboratory procedure manuals, UC policies, DOE directives, federal and state regulations, and the Laboratory’s master contract with the DOE. Please note that employment policies related to employees represented by unions are not covered in the RPM, as this information may be found in their collective bargaining agreement.

New employees should be aware of the following information and links to the RPM:

• RPM Main Page
• Table of Contents

Acceptance of Gifts or Favors
Under Department of Energy rules and regulations, you are not permitted to accept gifts, gratuities, or favors from any source that might affect or appear to affect your judgment in discharging your duties, since such acceptance may be construed as a conflict of interest. This restriction does not apply to acceptance of food and refreshments of nominal value on infrequent occasions in the ordinary course of a luncheon, dinner, or other meeting; and acceptance of modest entertainment, such as a meal or refreshments in connection with attendance at widely attended gatherings sponsored by industrial, technical, or professional associations or at public ceremonies in an official capacity. Contact the Financial Policy and Assurance Office for guidance.

Archives and Records Management
Scientific and operational records generated in the course of the Laboratory's work are institutional records and must be appropriately managed - they are not the property of the employee. Specific retention and archiving policies apply to different kinds of records. The Archives and Records program helps Lab employees fulfill their responsibilities. More information is available here.

Cost Allowability
Under Department of Energy (DOE) rules and regulations, you cannot use DOE funds to pay for  the following: ceremonies; promotional material designed to call favorable attention to the Laboratory and its activities; souvenirs and other mementos provided to customers or the public; memberships in civic and community organizations; alcoholic beverages; and contributions or donations, except for participation in community service activities.
Also, you cannot use DOE funds to pay for certain public relations activities, such as sponsoring meetings, conventions, symposia, seminars, and other special events when the principal purpose of the event is other than dissemination of technical information or stimulation of production. Contact the Financial Policy and Assurance Office for guidance.

Employment and Consulting Outside of Berkeley Lab

If you want to engage in compensated work outside of Berkeley Lab, you must get prior institutional approval before doing so. If you have existing employment or consulting obligations when you join us as an employee, those arrangements must be reviewed as soon as possible. These reviews and approvals are necessary to manage or eliminate conflicts of interest and protect LBNL intellectual property. For more information on this and related topics, including the approval process, see the Outside Employment and Consulting policy or the Conflict of Interest web page.

Harassment Prevention Policy
The Laboratory is committed to a community free of harassment, including sexual harassment. The state of California has mandated that supervisors receive two hours of online training within the first six months of their employment, and every two years thereafter. If you are a supervisor, within the first 60 days you will receive an automatic e-mail with a registration link and reminder to take the training from our online vendor.

Integrity in Research
Integrity of research is crucial to the search for new knowledge. All individuals involved in scientific research at the Laboratory are obligated to create an environment that encourages absolute intellectual honesty.

Intellectual Property
As a Berkeley Lab employee, you are required to assign any intellectual property (including patentable inventions or copyrights) to The Regents of the University of California. It is every researcher’s responsibility to report all inventions to Berkeley Lab Technology Transfer and Intellectual Property Management (TTIPM) before any public disclosure, such as a publication or presentation outside the Lab, so that the invention can be evaluated for possible patenting because any public disclosure will destroy foreign patent rights. Likewise, report software written by you at Berkeley Lab to TTIPM and obtain an appropriate license prior to any software distribution outside Berkeley Lab.  Contact TTIPM for a nondisclosure or material transfer agreement if you wish to transfer nonpublic scientific information or research material outside Berkeley Lab or if a third party wants you to sign such an agreement. 

Job Hazards Analysis (JHA)
All employees are required to determine the work and tasks that will be performed, consider the hazards, risks, and concerns associated with those tasks, and implement appropriate controls. The primary tool for work safety planning is the Job Hazards Analysis (JHA).

 

Obtaining Goods and Services
As a Berkeley Lab employee, you must follow Federal rules when you purchase goods and services. Before you spend any money or otherwise commit the Lab, be aware that:

• you cannot sign any agreement or contract on behalf of the Lab (whether or not money is involved) unless you have been granted the specific authority to do so
• you cannot negotiate with vendors, contract for services and/or create/agree to subcontracts without involving the Procurement Department

If you need to buy anything, you must obtain advance approval and engage a purchasing representative as soon as possible. You can purchase items easily through "e-Buy" or the "Software Licensing and download page," available through the A-Z Index. Contact your supervisor to learn more about purchasing at the Lab. 

Property Management
Property issued to you is considered government property and is for official Laboratory use. You must be able to locate all property assigned to you upon request. More information is available in the Property Management New Employee Briefing

Scientific and Technical Publications
All scientific and technical reports authored at LBNL or any LBNL located user-facility, or authored in collaboration with other facilities or laboratories, should be submitted to the Report Coordination Office (RCO). RCO assigns an LBNL publication number for tracking and disseminates documents to DOE's Office of Scientific and Technical Information (OSTI) and the California Digital Library’s eScholarship collection. Submission of reports is a contractual requirement of DOE funders. To submit a report, view work in progress, and search the Reports Database, go here. For more information, see the Report System FAQs.

Telephone Services and Personal Calls
Please note that Laboratory telephones are to be used for official business only. However, if you have to make an emergency appointment with a doctor, that’s considered an official use and is acceptable. For personal calls, you should use your cell phone or a phone card.

Time Reporting
All employees are accountable for recording their time, which is done through the LETS timekeeping system, or through special procedures that apply to GSRAs. Please check with your supervisor for additional information.

Whistleblowers and Whistleblower Protection
Berkeley Lab expects employees to report improper activities. If you do report such an activity, the law and Laboratory policy will protect you from retaliation. You can report concerns to your supervisor or any level of management; if you are uncomfortable doing so, we provide a confidential 24/7 ethics hotline managed by an outside vendor with an option to report concerns anonymously.