For FCPA Members

Travel Requests

Information required for Travel Requests

Your admin will need the following information to initiate the Travel Authorization form & approval process:

  • EXACT TRAVEL DATES (Specify any personal days. This must be included at the outset for airfare pricing)
  • HOST FUNDING LETTER/INVITATION (If funded by non-DOE funds)
  • Website Address (if a conference)
  • EXACT TRAVEL DATES (Specify any personal days. This must be included at the outset for airfare pricing quote.)
  • HOST FUNDING LETTER/INVITATION (If funded by non-DOE funds)
  • Website Address (if a conference)
  • TITLE OF PRESENTATION (if speaking)
  • TECHNICAL JUSTIFICATION Paragraph (statement of the specific work you will accomplish)
  • BENEFIT to Government, Femilab, and your current position if you are allowed to attend the event.

NOTE: All lab employees must have a Fermilab Travel card if they need to rent a car on a foreign trip.

FNAL Contacts


AstroSeminar Information

How to invite a speaker for an AstroSeminar
  • Submit a suggestion to the AstroSeminar Committee via this Suggestion Form.
  • Await a reply from the  Committee before proceeding to invite.
  • When you asked to proceed with an invitation, consider using this template for your convenience.
  • Coordinate with the Committee while arranging dates for the speaker; confirm the open date slot with the Committee before finalizing with the visitor.
  • After the date is confirmed with the visitor the Seton Handville takes over the process to arrange travel and lodging.
How does the AstroSeminar Committee select visitors
  1. Someone from FCPA suggests a visitor through the Suggestion Form or through contacting the AstroSeminar Committee.
  2. The Committee reviews the suggestion and sends to a set of reviewers in FCPA, who comment on the timeliness and appropriateness of the visitor’s topic.
  3. When approved, the Committee sends an FCPA member a message, giving the go-ahead to invite the visitor.
Host Duties
  • Greet visitor when s/he arrives. The host will receive an email from Connie Lang ( upon arrival.
  • Be aware of the visitor’s schedule, which will be arranged by the AstroSeminar committee or the host.
  • Help the visitor get to appointments in the schedule, including Munch (Mondays, 12:30-1:30pm).
  • Get the visitor set-up for the talk at 1:45pm.
  • Introduce the visitor at the talk.
  • Arrange dinner if the visitor is available.


AEM reports



  • Procedures for Researchers
  • Obtain a Fermilab preprint number: Preprint Number Request Form. One must also submit the paper to Fermilab Technical Publications, which one can do at the same site used to get the Fermilab preprint number.
  • Fermilab Affiliation for the author:

    Center for Particle Astrophysics
    Fermi National Accelerator Laboratory MS127
    P.O. Box 500
    Kirk Rd. & Pine St.
    Batavia, IL 60510-0500N.B.

    NB: Other groups in the Center (e.g. the EAG) may have a different mail stop.

  • Acknowledge funding agencies. All papers must acknowledge support by the DOE. If you or your co-authors are supported by other institutions as well, please check with them for additional acknowledgments. If DOE were the only supporting institution one might write:

    This work supported by the U.S. Department of Energy under contract No. DE-AC02-07CH11359.

  • Page Charges: Our policy is to pay all publication costs for group members and visitors, and to share publication costs for papers co-authored by people elsewhere. The general rule is that if there are N authors on a paper and only M of them are working in our group, then we will only pay for the fraction M/N of the publication costs. Please check with your collaborators to see whether they have funding for page charges before you decide where to submit a paper. Some journals, such as The Physical Review D and Monthly Notices of the Royal Astronomical Society have no page charges. All group members are encouraged to submit longer papers to these “free” journals.
  • Fermilab Logo and Copyrights: the Fermilab logo is copyrighted and may not be used without special permission.

House Rental Policies

General Housing in the Village

“Deadline Approaches for On-site Housing Requests for Summer of 2015
The Fermilab Housing Office is now accepting requests for reservations for houses, apartments, and dormitory rooms for SUMMER 2015. Please submit your request to the Housing Office by Monday, March 9, 2015. Requests can be made for any period and need not begin on any particular date. To make a request, please contact the Housing Office at (630)840-3777 or . Individual housing requests can be made by using our Online Housing Request form at . Requests for multiple housing units are best handled by direct email to “

FCPA Housing

Please give several months advance notice for FCPA accommodation requests. In case you’re planning any workshops / analysis meetings, let Seton know as soon as possible. We do accept early block reservations for those types of meetings, and then follow-up with traveler details closer to the event. If you are looking for a few rooms, then we need the exact dates of the workshop. Please supply the following onformation for each guest:

  • Name
  • Home Institution
  • Email
  • Status: Student/Post Doc / Scientist
  • Which experiment they are associated with?
  • Arrival & Departure dates (Sorry, we cannot confirm bookings without exact arrival & departure dates)


Who Edits the Web Site

  • General Editing (updating pages, adding/modifying members and visitors): Seton Handville.
  • AstroSeminars: AstroSeminar Committee
  • Chalk Talks: Chalk Talk Committee
  • Web Site Developers: Xenomedia. In the event of an outtage, please contact a href=””>Seton Handville