housing office | rental fees | check in | check out | guest changes | security | keys | telephones | housekeeping service | linen service | garbage | pet policy | repairs | emergency services | shelter areas | smoke alarms, heat sensors, and carbon monoxide monitors | listserve | notes for families with children | satellite TV | parking | storage | amenities |
The Housing Office, located in Aspen East at the corner of Batavia Road and Sauk Boulevard, is open Monday through Friday, from 8:00 a.m. to 4:00 p.m. You may contact the Housing Office by phone (1.630.840.3777), Email (firstname.lastname@example.org), or Fax (1.630.840.2823). This office accepts all onsite housing requests, rental payments, and oversees the operation of all Fermilab housing facilities. Your comments regarding the accommodations, as well as the services provided, are always welcome.
Rental fees and other charges are payable by cash, check, money order, traveler’s checks, credit card (Visa , MasterCard and Discover), or approved project/task number (travel code). For occupancies in excess of 30 days, the account will be due on the 20th of each month. Payments may be made at the Housing Office, Aspen East. It is your responsibility to pay rental fees on time – reminders will not be sent.
Residents arriving between 8:00 a.m. and 3:45 p.m. Monday through Friday must check in at the Housing Office at Aspen East. After 3:45 p.m. and weekend arrivals can pick up their key at the Communication Center on the ground floor of Wilson Hall. The Communications Center is manned 24/7.
Houses and apartments – 10:00 a.m.
Dormitory rooms – 1:00 p.m.
Residences must be vacated at the above indicated times on the day specified on your housing contract and door card. If you stay beyond 1:00 p.m. on your check out day, you are prohibiting use by another guest who has reserved this room and you will be charged additional rent. If you need to extend your stay, contact the Housing Office at ext. 3777 as soon as possible.
All residences are subject to departure inspections near the check-out date. The Housing Office may charge additional fees if the building, equipment, or furniture are damaged beyond normal wear.
Before checking out of a dormitory, be sure to discard any food stored in the room or kitchen.
The Housing Office must be informed of the number and names of all tenants and their guests in each unit at ALL times. Fermilab Security requires the Housing Office to maintain an accurate Occupancy List at all times. When an experimental group rents houses, apartments, or dorm rooms, it is mandatory that the Housing Office be notified as each new guest arrives or departs. Failure to comply may result in a delay when arriving at Fermilab, or even refusal to access the site.\
NOTE: The Housing Office must approve any changes to long-term living arrangements in houses, apartments, or dormitory rooms. This includes the arrival or departure of children, parents, other family members, or friends. Contact the Housing Office well in advance of any such changes at email@example.com or x3777. No children are allowed to live in dormitories.
For current information on Fermilab identification badges, check the Users Office website at: http://get-connected.fnal.gov/users/ . Guests of on-site residents must register with the Housing Office and obtain a temporary guest pass. If the guest will live on-site for an extended time, then a permanent ID can be obtained. Contact the Housing Office for more information. (Children under the age of 16 are not required to have an ID.)
REMEMBER TO LOCK YOUR RESIDENCE, ESPECIALLY WHEN YOU LEAVE IT EMPTY.
Lockouts: In order to assure that you will not be locked out of your residence, it is important that you have your keys with you at all times. There are emergency keys available from the Housing Office during regular business hours, Monday through Friday. At all other times, contact Security at ext. 3414 for access to your residence.
Returns: When checking out of your accommodations, the key should be returned to the Housing Office in Aspen East. When the Office is closed, keys should be deposited in the key slot in the office door at Aspen East or left at the Communication Center on the ground floor of Wilson Hall.
DO NOT LEAVE THE KEY IN YOUR ROOM
IN CASE OF EMERGENCY – DIAL “3131”
Telephones are also located in the kitchen or lobby area of each dorm (local calls only). Locations of these telephones are as follows:
Dorm 1 (The Pad), 32 Sauk Blvd. Kitchen, ext. 3583
Dorm 2, 2 Shabbona Kitchen, ext. 3424
Dorm 3, 1 Shabbona Kitchen, ext. 4904
Dorm 4, 20 Potawatomi Kitchen, ext. 3448
Dorm 5, 33 Neuqua Kitchen, ext. 4762
Dorm 6, 23 Potawatomi Kitchen, ext. 4706
Aspen East, 1 Sauk Blvd. Lobby, ext. 3291
A telephone is also located in the Vending Building at 18 Sauk Boulevard.
The following are prohibited in any house, apartment, or dormitory room:
- Appliances not installed or approved by Accommodations, including washers, dryers, and washing machines.
- Air conditioners, including window units.
- Electrical equipment that may overload the electrical supply.
- Gas-supplied (propane, butane) cooking or heating devices.
- Any appliances or devices not approved by a recognized certifying agency (UL,ETL, etc.)
Any of these items are subject to removal by the Housing Office.
A special note about SPACE HEATERS:
- Must use 1500 watts maximum and operate using standard household current (110 volts). Fuel powered space heaters are not permitted.
- Must have a tip-over shutdown feature. If a space heater is knocked over, the unit must automatically shut off.
- Must be UL (Underwriters Laboratory), or FM (Factory Mutual) approved, and must be labeled accordingly.
- Must have a thermostat that shuts unit off when a temperature setting is reached.
- Must be fan driven with a ceramic core OR liquid filled.
- Space heaters with heated coils are NOT permitted.
The Housing Office can supply you with an approved space heater.
Each house, apartment, and dorm room has a telephone. There is no charge for local calls.
Smoking is prohibited in all dormitories and apartments, including electronic cigarettes (e-cigarettes). All smoking materials, including cigarette butts, must be discarded in a responsible manner (inside designated containers, etc.).
Dormitory – Common Areas: Common areas (kitchens, bathrooms, etc.) are cleaned each day, Monday through Friday. However, dishes, utensils, and personal items are not cleaned. Residents are responsible for cleaning these items.
Dormitory – Room: Rooms are cleaned and linen changed once a week. If you wish daily housekeeping service, it is available at an extra charge.
Houses & Apartments with Families: No housekeeping service is required. If you wish to have housekeeping service, contact the Housing Office at ext. 3777.
Houses & Apartments with Singles (Arranged by Experimental Groups): Housekeeping service is required if more than a single tenant rents a unit. The monthly fee varies, depending on the size of the house/apartment. Each week the entire unit is cleaned, except for the washing of dishes and the inside of the refrigerator and stove.
Dorm Room: Linens are changed once a week. If you need to know the day your linen will be changed, call the Housing Office, ext. 3777.
Houses & Apartments with Families: Soiled linen is picked up on Monday morning for houses north of Batavia Road and Tuesday mornings for houses and apartments on Sauk Circle. On the scheduled day, place your soiled linen out by 10:00 a.m. using the plastic bag and linen tag provided for this purpose. Please complete the linen tag according to the supplied instructions. Clean replacements are delivered the same afternoon before 4:00 p.m.
Houses & Apartments with Singles: Linens will be changed during the weekly cleaning. If additional linen is needed, or if you need to know what day your linen will be changed, call the Housing Office, ext. 3777.
Bedspreads and Draperies: If your bedspreads, draperies, blankets, or quilts need cleaning, call the Housing Office at ext. 3777. We can arrange for these items to be picked up, dry-cleaned, and returned to you twice per year. More frequent cleanings will result in extra charges to the resident.
Dormitories: Garbage cans are located in the kitchen area of each dormitory. These will be emptied on weekdays to the dumpsters or totes outside.
Village and Sauk Circle Houses/Apartments: There is a large garbage tote or dumpster near your building. The totes will be emptied weekly. You do not have to move the tote to the front of your driveway. However, garbage must be put in a plastic bag before placing it in the tote.
Recycling for residential buildings allows mixing of recyclable metal, glass, plastic and paper in the same container – separation is not necessary. Specific information regarding the types of material that can be recycled is listed below. This program includes recyclables from RESIDENCES ONLY. You must not place any recyclables from experimental areas of the lab (e.g., scrap metal) into the residential recycling containers.
Dormitories: In each dormitory kitchen, a labeled recycling container is provided. Please be sure to place ONLY recyclables into this container. The housekeeping staff will transfer the recyclables to the blue recycling containers positioned near the trash dumpsters.
Village and Sauk Circle Houses/Apartments: Specially-marked recycling containers are provided next to the garbage totes. Recycling will be picked up weekly. Remember to place only recyclables into the recycling tote and the regular garbage into the garbage tote.
- METAL — Rigid household containers – mainly cans. Empty and thoroughly rinse. No gutters, siding, toys, pots, pans, lab scrap metal, etc.
- GLASS — Rigid household containers only – mainly bottles. Empty and thoroughly rinse. No windows, mirrors, broken glass, etc.
- PLASTIC — Rigid household containers only. Empty, rinse, and remove the caps. Check the number on the container – 1,2,3,4, and 5 are recyclable. Numbers 6 and 7 are NOT recyclable. No packing material, such as polystyrene “peanuts”.
- PAPER — Cardboard, junk mail, magazines, newspapers, envelopes, and white paper are all OK. Break boxes down flat. DO NOT recycle laminated paper, paper towels/tissues, or paper contaminated with food (e.g., pizza boxes).
All of these types can be placed into the recycle bins together – they do not need to be separated (though you may want to keep paper in a separate bag to reduce the chance of blowing away during transfer).
Pets include any animals cared for by a resident on Fermilab property. While pets are allowed in houses and some apartments (not in dormitories), advance notification prior to arrival should be given, since not all pets are permitted on site. The following conditions apply:
- You must register your pet with the Housing Office and sign a document that states that you will be responsible for providing proper care and keeping your animal under control at all times.
- If your pet is a dog or cat, you must provide a copy of a valid pet license and proof of recent Rabies Vaccination.
- You are responsible for picking up and properly disposing of all animal waste – both inside and outside.
- A one-time cleaning fee of $100.00 is due at time of check-in.
- A damage fee will assessed if the building, furniture, or other equipment are damaged by your pet. Failure to notify Housing of your pet’s presence is considered reason for denying you accommodations.
Maintenance repairs in your house, apartment, or dorm can be reported by calling the Housing Office, ext. 3994. If you need an emergency repair after regular business hours (8:00 a.m. to 4:00 p.m. Monday through Friday), call the Fermilab Operator (dial “0”).
Onsite emergency services provided by the Laboratory include:
Your call to ext. 3131 goes directly to the Laboratory Operator. When the Operator answers, state your name, location, and the nature of the emergency. Remain on the phone until the operator indicates that he/she has all the information needed for the responding units. The Operator will then activate the emergency signals.
Severe weather warnings or other emergency situations are announced over the Sitewide Emergency Warning System (SEWS) from the Communications Center in Wilson Hall. Tone Alert Receivers (TARs) are radio units installed in all houses, apartments, and dorm rooms to receive and announce these emergency transmissions. ALWAYS LEAVE THESE UNITS ON AND NEVER UNPLUG THEM! If they activate, listen to the emergency message and follow the instructions. You can then reset the unit by pushing the “RESET” button.
The Outdoor Warning Siren System is also part of SEWS. Two alarms are present in the Village – one in the parking area behind Dorm 4 and one at Kuhn Barn. They will activate as a steady alarm in case of a severe weather warning or as an oscillating (or, “warbling”) alarm in the event of a national emergency. In either event, you must seek shelter when you hear these exterior sirens. SEWS is tested on the first Tuesday of the month at 10:00 a.m. Depending on your location, you will hear the indoor TARs units or the outdoor sirens at that time.
In case of emergency, shelter areas are located in the Village at the following locations:
Aspen East-Basement, 1 Sauk Blvd.
Dorm 3-Basement, 1 Shabbona
14 Sauk Circle-Basement, South of Batavia Rd.
Bell Tower Hill, Next to Children’s Center (28 Shabbona)
Lab 6, 32A Neuqua
Lab 8, 29 Blackhawk
If indoors and a severe thunderstorm warning is issued, do not use electrical appliances, including the telephone. Move away from the windows. If the storm worsens and you cannot move to a shelter quickly and must take refuge inside your residence, then try to assemble in a small interior room with as few windows as possible, and without hazardous equipment present (water heaters, furnaces, etc.).
If you decide to travel outside to a designated shelter, use extreme caution. Be aware of heavy rain, hail, lightening and flying debris.
All Fermilab residences have smoke alarms, heat sensors, and carbon monoxide monitors throughout the building. Do not remove, unplug, or disable any of these devices in any Fermilab residence.
If a smoke alarm, heat sensor, or carbon monoxide monitor alarms:
- Leave the residence immediately; pull the fire alarm as you exit the building.
- Call x3131 from a safe location, and
- Assemble across the street from the building.
If the device emits an occasional “beep” or other noise, contact the Housing Office, ext. 3994 or the Communications Center, ext. 3414.
We strongly encourage all residents living on site to join Housing’s automated email service at: http://listserv.fnal.gov/archives/housing_office.html. You will then receive timely notices on upgrades to the Village properties, possible interruptions in utilities due to construction work, or other information affecting the Village community.
For families with small children, remember that in the United States, leaving a young child alone for even a brief period of time can be considered child neglect by state child welfare authorities. If Fermilab personnel witness any incident of this type, we may have to report the incident to the Illinois Department of Children and Family Services (DCFS).
If your children are of pre-school age (6 weeks to 5 years old), and you need child care services, contact the Children’s Center, our on-site day care facility, for information. They can tell you the current fees, hours, availability, etc. Keep in mind that there may be a waiting list, so contact the Center as soon as possible, ext. 3762. If your children are of school age (5 to 18 years old), contact the Housing Office for information about schools and bus schedules.
Children 18 years and younger must be properly supervised at all times.
NOTE: No children are allowed to live in dormitories. The Housing Office must approve any changes to long-term living arrangements in houses or apartments. This includes the arrival or departure of children, parents, or other family members. Contact the Housing Office well in advance of any such changes at firstname.lastname@example.org or x3777.
On the rare occasion that a Fermilab Village resident of a house or apartment desires satellite television, the following requirements apply. Satellite TV is not available in the dormitories.
Contact a satellite television service provider to inquire about the various packages they offer.
Once you have decided which satellite television provider you will use, contact the Housing Office at ext. 3994. The Housing Office MUST arrange for the installation of the satellite television system to the residence. DO NOT arrange for an installation without calling the Housing Office first. All installations must follow Fermilab procedures and be managed by Housing. Any unauthorized satellite installations will be removed. Once installed, billing and payment is the resident’s responsibility. Fermilab is not responsible for the billing and service arrangements the resident makes with the satellite television provider.
Contact the Housing Office, ext. 3994, BEFORE having any maintenance or servicing done to the satellite dish. Fermilab procedures must be followed when any outside contractor comes on-site to do work.
Upon leaving the laboratory, the resident is responsible for cancelling the satellite television service. The resident may take the receiver box from inside the residence. If the resident wants to keep the satellite dish, contact the Housing Office for its removal. Otherwise, the dish can be left in place (to be removed by Housing at a later date).
All houses, apartments and dormitories have driveways or lots to park your vehicles. DO NOT park on any grassy areas. Vehicles parked for an extended time (more than 2 weeks) in the dormitory parking lots, common parking areas, or on the street are subject to towing and removal from the site. If you will be absent from the lab for an extended time, park your vehicle in the long term parking lot. This is the gravel lot located between Shabbona and Blackhawk. You need to register and display a hang tag to park here. You can get the tag at the Communications Center, Wilson Hall, ground floor. For more information about the Long Term Parking Program, contact Security at ext. 4949. This lot frees up valuable parking spaces. Also, snow removal efforts are greatly improved when these vehicles are not scattered throughout our parking lots.
Please note that several streets in the Village are designated with signs that inform you that parking is not allowed on that street after a 2-inch or greater snowfall. Also, snow will not be plowed in parking areas marked with green cones.
Use of exterior storage or moving containers (PODS, ReloCubes, U-Pack containers, U-Haul trailers, etc.) must be authorized by the Housing Office before the container or trailer is placed at any onsite residential building or parking lot. Contact the Housing Office at email@example.com or x3994 before arranging the delivery of any container or trailer. The Housing Office must know the type and size, as well and anticipated dates. Any such container or trailer, if approved, can remain onsite no more than 5 days. Excessive materials cannot be stored on a porch or any location visible from outside.
NOTE: Any playground equipment, exercise equipment, or other apparatus set up or installed on the grounds of any Fermilab residence must be approved by the Housing Office. Trampolines are not allowed.
INTERIOR STORAGE OF PROPERTY or EFFECTS
Materials stored inside residences cannot block doorways, emergency exits, windows, attics, or crawlspace access points. Stored material cannot impede the flow of foot-traffic inside the house, apartment, or dorm room. Material cannot be stored in attic spaces or crawlspaces. Specific areas prohibiting storage of any materials may be designated with markings and/or signage. Excessive materials cannot be stored on a porch or any location visible from outside.
Cribs, high chairs, and booster seats are available upon request. If extra blankets or pillows are needed, call ext. 3777.
Sewing machines, bikes, and a heavy-duty scale (for weighing large boxes, luggage, etc.) are also available through the Housing Office.
Carpet and Furniture Cleaning: A resident may request annual carpet and furniture cleaning. If you want an extra cleaning, contact the Housing Office, ext. 3994, and we will arrange for a cleaning at your expense.
Food Service: Located in Wilson Hall, atrium level. Current hours and menu selections are at http://www.freshseasonscafe.com/dining/fermilab/this-weeks-menu/ .
Computer Capabilities: Walk-up computer stations are available at Aspen East and some other dormitories (PC and monitor only; no printers). The Fermilab network (FGZ) is available using a combination of VDSL and wireless access points at all Village residences. To report service problems, call ext. 2345 or http://servicedesk.fnal.gov . Do not run computer lines (under carpeting, along walls, etc.) into your room or through a house/apartment – the Housing Office will remove them at any time.
Handicapped Facilities: We have facilities that are handicapped accessible. If you have special needs please contact the Housing Office.
Laundry Facilities: There are coin-operated washing machines and dryers in the vending area at 18 Sauk Blvd. There are also washing machines and dryers in the basement of Aspen East and one washer and dryer in the basement of 10 Sauk Circle.
Mail Service: Apartment style mailboxes for each house, apartment, and dorm room are located in the Vending Building at 18 Sauk Blvd. Keys are available at the Housing Office. If the United States Postal Service is used to send mail or packages to a resident onsite, address the mail to Fermilab, P. O. Box 500, your name, your dorm/room or house/street number, Batavia, IL 60510-5011. If another carrier (UPS, FedEx, etc) is used, address the package to include Fermilab, your name, your dorm/room or house/street number, Batavia, IL 60510-5011. These carriers may not accept PO Boxes.
Roll-A-Way Beds: A limited number of roll-a-way beds are available for short periods of time. Please contact the Housing Office for current pricing.
Taxi Service: There is a taxi service for onsite travel at no charge. The hours of operation are 7:30 a.m. to 4:30 p.m., Monday through Friday. Call ext. 4225 (HACK) to arrange transportation.
Users Center: The Users Center, located at 2 Che Che Pinqua, is open at 5:00 p.m., Monday through Friday. Closing times vary. Refreshments are available in the lounge. Facilities include a game room (billiards, ping-pong), TV room, Music/Meeting Room and Chez Leon Restaurant. Chez Leon is open for Wednesday lunch and some Fridays for dinner. Reservations are required; call ext. 3524.
These rooms may be reserved for Fermilab and/or User events, using the Facilities Request process at http://ccd.fnal.gov/facilities/disclaimer.html .
Vending Machines: There are vending machines, mailboxes, and a telephone at 18 Sauk Boulevard. It is open 24 hours a day.