SLAC Access Update

Visit the SUSB VUE Center for badging. Before traveling to SLAC, please review and complete these access procedures.

1. Register through the user portal to provide or update contact information; also confirm your proximity access/expiration through the user portal.

2. Alert us of all experimenters who will participate in scheduled experiments by listing everyone on proposals & beam time/support requests. Contact URA to add additional members to your research team. Ensure that you have correctly listed all user institutions. If a user agreement is not executed in advance, users will not be able to visit or participate in user experiments at SLAC.

3. Alert colleagues about access requirements. Each run year (October-September), foreign national users must bring original identification documents to verify citizenship and confirm that they have an appropriate visa before entering the US (for business purposes and not for tourism). Advance approval is required for foreign nationals from Iran, Sudan or Syria.

4. Complete all training before arrival and bring a hard copy of the training certificates.

5. Review updated SSRL and LCLS user access procedures.

6. Visit the VUE Center on your first visit EACH RUN YEAR (October-September) to obtain an ID badge and/or update your proximity access. 

Although user ID badges list the date of safety training expiration on the front, user proximity ID card access is generally limited to the current run cycle (e.g., valid through September 30th).  User proximity ID cards or proximity access will also deactivate earlier based on training or passport/visa expiration. Check your proximity access/expiration through the user portal.

Your ID badge must be visible at all times during your visit. Activated proximity access is required for entry through SLAC's automated gates.

The experimental areas at SSRL and LCLS are Controlled Areas which means that GERT training is required, but dosimeters are generally not required (except in limited situations). If you will be working with radioactive materials or have been informed by the Safety Officer that Radiation Worker training is needed, make arrangements to complete Rad Worker Training (both course and practical training) before arrival. Upon completion of RWT training, obtain a dosimeter from the VUE Center.

7. Contact the URA team to answer questions or provide assistance.

 

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Frequently Asked Questions about the SLAC VUE Center

What happens to User Research Administration at the facility?

Each of the user facilities continues to have User Research Administration (URA) support at the facility: 

  • LCLS: Elizabeth Goodwin, Brittany Lemesh
  • SSRL:  Cathy Knotts, Lisa Dunn
  • FACET and Test Beam Facilities:  Christine Clarke

What if I already checked in for the current user run, have a valid badge and all my required training is up to date? Do I still need to go to the VUE Center to be checked in, or can I go straight to the User Facility?

Most user ID badges/proximity access expired at the end of the last run year which coincides with the end of the reporting and fiscal year (September 30th), so if you have an experiment planned October 2016 to September 2017, you will need to bring valid government-issued ID and check in at the VUE Center to obtain a badge and proximity access. Afterwards, if you have a valid badge and your training is up to date, you’re good to go for the remainder of this run cycle.  You can either enter SLAC in the “SLAC ID” lane at the Sand Hill Road Main Gate, or swipe your badge if you’re coming through the Alpine Gate, and proceed to your destination. If you don’t have an active badge, please use the Main Gate as you will not be able to access Alpine Gate.

For non-U.S. citizens, bring original passport, visa, or Lawful Permanent Resident (LPR/Green Card) documents to be verified.

Once your documents have been verified, and providing all is OK, you’ll be rebadged and on your way.  Important:  Failure to bring your valid documents could result in delays.

How do I know if my training has expired and if I need to retake it before I come?

To avoid headaches, check if your training is up to date before you get here by logging into the User Portal.

What if I arrive and I’ve forgotten to take my training and my badge has expired?

If you need to take online training, we recommend you do it before you get here so you can maximize your time at the facility. However, in the event that you can’t, then please enter SLAC through the Main Gate (as your badge won’t let you access Alpine Gate) and come to the VUE Center. Online training can be taken in the SLAC training room.

If you also need practical training to ensure appropriate access to certain areas, then VUE Center staff may be able to help arrange that for you. In that case, you’ll be able to get a new badge with temporary, restricted access, and then once you’ve taken your practical training, Security can activate the appropriate access and, if appropriate, issue a new badge that reflects the new training status.

What happens if I get to SLAC late at night or on the weekends?

If your training is up to date and you have a valid badge with proximity access, then you should be able to swipe and go.

If this is your first time this run year, or if your badge or proximity card has expired, then Security will check to see if you’re on the site access list. The list is linked to users affiliated with active or scheduled proposals in the SSRL and LCLS User Portal, so if you’ve registered, are on the list, and are associated with an active approved proposal, then you’ll be given a badge to let you through. If you’ve been given a temporary badge, then you’ll need to visit the VUE Center on the next business day to complete your check-in and get your proper badge to avoid any access issues again.  

If you haven’t registered in the User Portal and therefore aren’t on the User Site Access List, at this time we won’t be able to grant you access. However, if you are registered at the Stanford Guest House, then you will be able to proceed to the hotel.  You will need to go to the VUE Center on the next business day.  The best way to avoid this situation is to register with your facility as soon as you know you’ll be conducting work at SLAC, so the User Facility can process your registration in time.

My badge expires soon; where should I go now?

To the VUE Center, after you’ve taken your necessary training. Please bring your old badge with you.

I have a colleague arriving as a user for beam time at a User Facility (LCLS, SSRL, etc.). What do I do?

For SSRL and LCLS, ask your new colleague to register on the user portal and contact the User Office to ensure your collaborator is listed on your proposal and beam time support request (this will alert Security and the VUE Center to anticipate and prepare for their arrival). For FACET and Test Beam Facilities, ask your colleague to follow the steps for becoming a new FACET User and contact Christine Clarke.

How can you provide feedback?

We’re excited about these changes and what they mean for our SLAC community, so please don’t hesitate to provide us with feedback and suggestions, which you can do in person at the VUE Center. or by via email at VUE@slac.stanford.edu. Please direct questions to Simon Ovrahim or Cathy Knotts.

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