Performance Based Management
Self-Assessment Report
October 2004

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Communications Group

Introduction/Background

Point of Contact:  Nina Adelman Stolar
Telephone No.:  (650) 926-2282
E-mail:  nina@slac.stanford.edu              

Date of Last Assessment: October 2003

Departmental Overview

Laboratory Mission

The Stanford Linear Accelerator Center is the lead Department of Energy (DOE) laboratory for elementary particle physics, accelerator physics and in allied fields that can make use of its synchrotron radiation facilities—including biology, chemistry, geology, materials science and environmental engineering. Operated on behalf of the DOE by Stanford University, SLAC is a national user facility serving universities, industry and other research institutions throughout the world. Its mission can be summarized as follows:

Organizational Mission

The mission of the SLAC Office for Communications is to:

Emphasis for FY04

SLAC’s cohesive communications strategy was implemented for maximum impact in five major areas:

Identification of Self-Assessment Report Staff 

Names, titles, affiliations of participants

Neil Calder, Director for Communications

Nina Stolar, Public Affairs Manager

Performance Objective 1.0: The SLAC Office for Communications will have systems in place to effectively communicate the mission of the laboratory both internally and externally and to support its scientific programs and achievements.

Performance Criteria 1.1: Communications will maintain SLAC’s position as a constructive participant with the general public, neighbors and media representatives.  Provide information to the public on the laboratory’s scientific programs and achievements. Conduct community relations programs with minimum impact on laboratory operations.

Performance Measure 1.1a (Weight 60%): The Office for Communications organization will provide appropriate staffing and resources for development of effective communication processes and informational materials. Community relations and outreach efforts will convey the laboratory mission, scientific programs and achievements.

Finding:

International Collaboration – The Communications Group contributed to improved communications through international collaboration in both High Energy Physics and Synchrotron Radiation research.

Media – International, national and local media coverage of the Laboratory’s activities was significantly increased in both quality and scope. Extensive coordination of several international press releases included those issued from an international conference in Beijing on B Factory science and the International Linear Collider technical decision.

Community Outreach – Laboratory participation in community events has been greatly expanded by the quarterly SLAC Public Lecture Series and SLAC Connections, an electronic community newsletter. Tour Program listings on the Stanford event calendar and on-line reservations have made requests for guests and guides more effective.

Science Education – The Communications Group coordinated SLAC participation in the Quarknet program for science teachers and DOE’s Science Undergraduate Laboratory Internship (SULI) program. SLAC sent a representative to the 7th Annual DOE EPSCor and LS-LAMP Student Research Conference entitled “Integrating Technology for a Competitive Edge.” SLAC created an exhibit on “High Speed Networking will Change Your Life!” for the What’s Next Expo held at Chicago’s Navy Pier.

The annual SLAC Summer Institute (SSI) hosted 332 participants exploring Nature’s Greatest Puzzles. SSRL hosted the 4th annual structural molecular biology (SMB) summer school attended by 23 students focused on synchrotron-based techniques and their application to biological problems. The DOE-funded Gateway program enables students to receive training at SSRL in advanced synchrotron radiation techniques.

Rating for Performance Criteria 1.1: The Communications Group provided appropriate resources for the development of more effective processes to convey the laboratory mission, scientific programs and achievements to the community. We have promoted timely release of information, been responsive to changes and maintained production schedules (using TIP, media information, announcements). Communications rating in this self-assessment area is ‘Outstanding.’

Performance Criteria 1.2: Communications will maintain SLAC’s position as a constructive participant with staff members, other U.S. science laboratories and the international scientific community. Provide information to the laboratory community on the laboratory’s scientific programs and achievements.

Performance Measure 1.2a (Weight 40%): The Office for Communications will improve and develop effective internal processes for information dissemination and services to the laboratory community. Analyze and implement mechanisms to facilitate participation by members of the laboratory community.

Finding:

DOE Relations – Improved regular communication and worked closely with the DOE Stanford Site Office and Headquarters. Coordinated important site visits including: DOE Secretary Spencer Abraham for Science Education Initiative Announcement; Michael Holland and Kathie Olsen of the Office of Science and Technology Policy; Congressional Staffer Jason Larrabee from the House Appropriations Committee; Dr. George Atkinson, Science Adviser to Secretary of State Colin Powell; Dixon Butler, staff member of the House Subcommittee on Energy and Water Development; DOE Office of Science Director Ray Orbach; DOE Office of Science Associate Director Robin Staffin.

Internal Communications – A systemic approach to improve internal communication established effective centralized repositories for news, events, announcements and activities at the Laboratory. Publication of The Interaction Point (TIP) newsletter twice monthly in coordination with the SLAC Today website updated daily provided timely, centralized information for the Laboratory Community.

Laboratory Events – The Communications Group organized the SPEAR3 Dedication Ceremony. Communications staff provided excellent customer service to support major scientific conferences, meetings and seminars throughout the year. From initial announcements through promotion effective publicity for Lab events is facilitated using SLAC Today and TIP. Announcement and updates from event sponsors were timely.

Community Outreach – Laboratory participation in Stanford University activities included the Sally Ride Science Festival, Community Day and annual Commencement Tours.  Communications group members contributed to events including Kids Day (accommodating 234 children ages 9-16) and SLAC Family Day science program. Communications group members are involved in preparations for the first regional Science Bowl at SLAC and Stanford Community Day 2005.

Rating for Performance Criteria 1.2: Communications is a constructive participant providing information on the laboratory’s scientific programs and achievements. Communications has continued to improve and develop effective internal processes for information dissemination and services to the laboratory community. We have been responsive to changes and maintained timely production schedules and requirements (TIP, media information, announcements). Communications rating in this area is ‘Outstanding.’

Performance Assumptions:

The SLAC Office for Communications encompasses internal and external relations.  External relations include liaison with DOE, Stanford University, local communities, media representatives and local educational institutions. Education programs are based on available funding each year. Internal areas include management of information channels (such as web-based information vehicles and staff newsletter) and support functions (including conference management and multimedia services).

Public access to the laboratory can be demonstrated quantitatively. Qualitative evaluation may also be provided from visitor feedback for SLAC tours, web page comments and/or attendees at public functions.

Performance Gradient:

Composite score of quantifiable metrics developed jointly by SLAC Communications and DOE/OAK annually. The rating category will be subjectively determined by DOE/OAK in agreement with SLAC.

Outstanding: Results demonstrate significant improvements have occurred and more effective processes are in place to systematically achieve the performance measures.

Excellent: Results demonstrate some improvements have occurred and effective processes are in place towards more consistently achieving the performance measures.

Good: Results fall short of expectations for the Excellent gradient; however, some processes are in place towards achieving the performance measures.

Marginal: Results fall short of expectations for the Good gradient; however, some effort has been made towards achieving the performance measures.

Unsatisfactory: No demonstrated improvements and little or no effort expended to develop effective processes towards achievement of the performance measures.

Overall Rating for Performance Objective 1.0: Communications has a positive self-assessment based on demonstrated improvements to more effective processes. There have been significant improvements in communications strategy focus areas for FY 2004. We have achieved an overall rating of ‘Outstanding.’
 

Appendix I: Documentation of Communications Results

The Communications group demonstrates a systemic approach to inform various communities of news, events and scientific achievements. This continued effort to upgrade public information to reflect current science and administrative developments of the laboratory helps assure dissemination to a broad audience through different media outlets and formats.

Web-based information vehicles facilitate documenting scientific achievements and promoting laboratory activities, provide opportunity to credit participants offer pointers to further information or images. Several of these information channels are collaborative efforts with other laboratories.

Art Exhibitions

Art Exhibits both at the Laboratory and in public galleries serve to educate people about science. Exhibits during this time period included:

 

Appendix II: Awards and Milestones

John Seeman, Assistant Director of Accelerator Systems, along with Katsunobu Oide KEK) was awarded the APS 2004 Wilson Prize for outstanding achievement in the physics of particle accelerators. This award recognizes their technical leadership and direct contributions to the development of high luminosity B-factories at KEK and SLAC. These machines set new world records for luminosities in colliding-beam storage rings.

Nan Phinney received Stanford University's 2003 Marshall D. O’Neill Award which honors exceptional Stanford employees who have made enduring contributions to the university’s research enterprise.

The American Physical Society (APS) Fellowship members:

For the development of new techniques to control particle beams, Dmitry Teytelman (ARDA) received the 2004 APS Outstanding Doctoral Thesis Research in Beam Physics Award. Teytelman did his research at SLAC while a graduate student in Stanford’s Electrical Engineering Department and is now an engineer in ARDA. Any doctoral student in the world is eligible for the APS Beam Physics dissertation award, established in 1990. In addition to Teytelman, five of the other 13 recipients did their graduate research at SLAC: David Pritzkau, a student of Bob Siemann (2003); Boris Podobedov, a student of Bob Siemann (2002); Shyam Prabhakar, a student of John Fox (2001); Zhirong Huang, a student of Ron Ruth (1999); and Tor Raubenheimer, a student of Ewan Paterson (1994).

SPEAR3 Dedication Ceremony (http://www-conf.slac.stanford.edu/spear3/). The Secretary’s Excellence in Acquisition Award was presented to the SPEAR3 Management team at the Annual DOE Project Management Awards Ceremony paying tribute to “those teams or individuals who have achieved outstanding results through resourceful, innovative thinking and implementation.”

Kavli Building Ground Breaking Ceremony was held in June (http://www-conf.slac.stanford.edu/kipac_gb/).

Education Fair for SLAC employees and their families. Representatives from 15 educational institutions provided information about admissions, careers and more.

 

Appendix III: Public Lectures

At the SLAC Users Organization Annual Meeting, there was a presentation on “The Role of SLUO and How YOU Can Help” by SLUO Chair Gabriella Sciolla which included discussion about high energy physics and synchrotron radiation research lecture series.

Additional public lectures included:

Text Box: SLUO/SSRL Public Lectures: A very successful experience

 

Text Box: Excellent opportunity attracts people to SLAC, tell them about who we are and what we do and get them excited about science n          Very good presentations, very much appreciated by the general public n          Packed-full auditorium n       Three times in a row n       Last lecture: ~420 people! n          Ask-a-scientist sessions n       Very successful too

 

 SHAPE  \* MERGEFORMAT

This effort will continue!

 

Public Lecture series:  http://www2.slac.stanford.edu/lectures/

 

Join SLAC Connections to become a part of the SLAC community!

Anyone is welcome to join SLAC Connections, the official public support organization for the Stanford Linear Accelerator Center. SLAC Connections members receive:

·        A monthly email newsletter detailing upcoming lectures, tours, and programs at SLAC

·        Special invitations twice a year for tours exclusive to SLAC Connections members

 

Public Lecture series:  http://www2.slac.stanford.edu/lectures/

SLAC Connections:     http://www2.slac.stanford.edu/lectures/reg/welcome.asp

 

 

 

SLUO/SSRL PUBLIC LECTURES

 

The goal:

Opportunity for SLAC people to learn about  SSRL and vice versa

Outreach to local community and SLAC family members

 

The format:

Bi-monthly public lectures held in Panofsky Auditorium

Alternate between SLAC and SSRL speakers

1-hour presentation followed by a mini-reception during which public can informally ask questions to 10 scientists on hand

Big help from SLAC’s Communications department

 

 

 

SLUO/SSRL PUBLIC LECTURES:  A Reality!   Big Success!

 

Feb. 24: All About SLAC: What Goes On In the World's Longest Building (Neil Calder, SLAC)

April 27: Synchrotron Radiation: The Light Fantastic (Herman Winick, SSRL)

June 29: Our Lopsided Universe: The Matter with Anti-Matter (Steve Sekula, MIT)

Aug. 31: Metals, Molecules, Life and Death (Graham George, U. of Saskatchewan) 

Oct. 26: Particle Astrophysics (Roger Blandford, KIPAC)

Dec. 14: Magnetism and X-Rays: From the Compass to Modern Technology (J.Stöhr, SSRL)

 

 

Appendix IV: SULI Program Participation

DOE’s Science Undergraduate Laboratory Internship (SULI) program brought 25 physics and engineering undergraduate students from around the country to SLAC for a summer research experience. The program coordinator was Roberto Vega, Theory Group Visitor. Participants and their mentors are listed below. The summer program is documented in TIP (http://www2.slac.stanford.edu/tip/2004/sep03/suli.htm).

Students                                  Mentors

 

Andre Bach                              Mark Donszelmann

Christopher Cooper                  James Lui

Juana Dominguez                      John Bargar

Andrew Fischer                        Valerie Halyo

Andrew Fisher                          Victor Serbo

Kai Hudek                               Alberto Fasso, Heinz Vincke

Lindsay Jones                           Michael Toney

Kawthar Kasim                        Apurva Mehta

Andrew Katz                            John Weisend

Matthew Kirchner                    Axel Brachman

Joyce Lai                                  Apurva Mehta, Kelly Gaffney

Nicolette Meshkat                    Tom Glanzman, Markus Cristinziani

Maggie Pan                              Charles Young, Peter Kim, Mark Convery

Alana Perkins                           Kelly Gaffney

Joseph Piacentine                     Phil Marshall

Kevin Reynolds                        Uwe Bergmann

Katie Schaffold                         Ron Akre

Rebekah Schiller                       Matthias Wittgen

Paul Stonaha                            Matthias Wittgen

Zachary Vollrath                       Greg Madejski

Alison Widhalm                        Masao Sako

Nathaniel Williams                    Charles Young, Peter Kim, Mark Convery

Abbie Wood                            James Lui

Ming Yi                                    Charles Young, Peter Kim, Mark Convery

Brenda Zarate                          Thomas Rabedeau

 

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