LCLS User Check-In Procedures

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Prior to traveleing to SLAC, review changes for badging/automated access and updated user check-in procedures:

STEP 1.  Register or Update User  Portal.

  1. Provide or update your user information through the user portal (this must be completed prior to arrival). Ensure that you have correctly listed your current institution. If a user agreement with your institution is not executed in advance, you will not be able to visit or participate in user experiments at LCLS.

  2. If you are the Proposal Spokesperson or Lead Contact, ensure that you have listed all of your experiment team members on your proposal AND indicated who will participate in your experiment on-site, through remote access as well as who needs lab access or computer accounts.
  • Only the users listed as team members on the proposal will be given an ID badge and access to SLAC. All users must bring photo ID to SLAC for verification.
    • If not a US citizen, bring your passport, visa, and other original USCIS travel/immigration documents (including LPR card as appropriate) as SLAC Security is required to review and verify these before issuing an ID badge. NOTE: WT or B2 visas are prohibited for users participating in experiments.
    • There are additional requirements for foreign nationals from certain countries. SSRL hosts will be assigned and visits will be coordinated with DOE through the Foreign Access Central Tracking System (FACTS).
    • Advance approval is required for users who were born in, are citizens of, or have had afffiliations with Iran, Sudan or Syria.

STEP 2.  Complete required training BEFORE you arrive.

  1. Go to this browser check web page to verify that your computer is compatible with the web training system requirements.
    • NOTE: SLAC web training is compatible with Windows computers using the Internet Explorer or Firefox browsers and Mac computers using Safari only. Linux and other third party browsers, such as Google Chrome, are not supported.
    • Java and Flash are also required to access the web training. A complete list of system requirement is located here.
    • Mac users – We recommend you verify your Java installation by going to this Java web page http://www.java.com/en/download/installed.jsp(link is external) before attempting to access the Web Training Portal.
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  2. If you do not see any warnings, this indicates that your computer has passed the system check. If you see a warning message, follow the link displayed there for further instructions.
     
  3. Once you pass the system check, then click the red banner to access the log-in page where you will enter your system ID # [insert system ID here] and the password slac2005.
     
  4. After log-in, select the “Web Training Catalog” tab.
     
  5. Click on the “Users" folder and then select the following courses to complete.
  • Course 219 - ESH Safety Orientation
    • As of November 2016, SON Course 396 and Traffic Safety Course 154 have been merged into Course 219 and the former courses were eliminated. Users with valid 396/154 training will need to take 219 when their current training expires.
  • Course 115 - General Employee Radiation Training (GERT)

  • Course CS100 - Cyber Security Training for Lab Users
    • As of December 2016, CS101-Cyber Security Basics and CS200-Cyber Security Annual Refresher will be replaced with 2 new courses: CS100-Cyber Security Training for Lab Users (this condensed and streamlined annual training is required for anyone who will work at SLAC who is not an employee) and CS200-Cyber Security Training for Employees (this in-depth annual training, required for all staff, was revised to be more engaging, interactive and cover a wider range of cyber security topics). Anyone with valid CS101/CS200 training will need to take the new course appropriate to their role at SLAC when their current training expires.

Roll over the course name and you will see a "Launch" link. Click this link to launch the course. Each training is approximately 45 minutes.

Please verify your training was recorded by clicking the 'My Progress' tab to the left of the picture on your SkillSoft home page.

Once you have completed the courses, print your certificates of completion! Take the certificates with you to get your badge. Credit for completing courses will be downloaded into the SLAC training database the following day.

Please notify (link sends e-mail) if you encounter problems with required training.

STEP 3. Reserve lodging if needed. The GUEST HOUSE  sets aside rooms for users during peak demand periods at Stanford. Identify yourself as a user and ask to be waitlisted for rooms that become available.  Consider alternate lodging if the Guest House is not available.

STEP 4.  Unless you were issued an ID after September 2015, upon your first visit to SLAC stop first at the VUE Center to obtain an ID badge and/or proximity access.  Your ID badge must be visible at all times during your visit and is required for entry at SLAC's automated gates.

  • Badges must be worn and visible at all times.
  • If you do not plan to return to SLAC, drop off your ID badge with URA or Security before you depart.
  • Dosimeters are only issued for users working with Radioactive Materials or in an Radiologically Controlled Area (RCA). Return issued dosimeters at the conclusion of your experiment.
  • Temporary Badges: Visitors who are not participating in user experiments may get a temporary badge from security if they have an escort with valid training for short tours, meetings or visits. Escorts must: 1) take full responsibility for the safety of their visitor, 2) go only to designated areas and 3) remain within 'visual contact' of their visitor at all times within the Accelerator area (visitors will only be permitted through SLAC security gates when accompanied by their escort). An RCA map is available at Security. Complete the SLAC Dosimeter / ID Request Form A and provide a photo ID. (e.g., drivers license, passport).

STEP 5:  Read the Access Guidelines; complete and return the user acknowledgement to URA.

STEP 6. New users need to complete attend LCLS safety orientation and hutch training.

Check in with the Floor Coordinator (FC)(link sends e-mail) upon arrival. The FC will provide a building orientation and will coordinate the LCLS hutch specific orientation with either the instrument scientist or area manager. Check the LCLS operating schedule to plan your visits accordingly.

STEP 7.  Lab safety training and orientiation must be completed to use sample preparation laboratories and equpiment. Contact Kayla Zimmerman or Cynthia Patty(link sends e-mail) for training and the lab door lock combination code. Clean assigned workspace before you depart.

Contact Kayla Zimmerman, Dan DePonte or Jake Koralek to request access to the LCLS Injector Characterization Lab (ICL) which provides tools for fabricating and testing sample delivery systems onsite and remotely.

STEP 8.   Contact Kelley Ramsey (650-926-8663), your LCLS instrument scientist or area manager for help to coordinate supplies or services to support your experiment or for help with items to be shipped to or from SLAC for your experiment.

STEP 9. Exercise caution when driving, biking or walking at SLAC as construction projects are underway and many roads have limited lighting, signage or shoulders for emergency pull off. Remember to share the roads with other people, vehicles and animals, particularly dusk through dawn when visibility is reduced. If you have any problems, need any assistance or observe any suspicious activity while at SLAC, contact Security at 650-926-2551. For EMERGENCIES, CALL 911 OR 5555.

STEP 10. Provide feedback using the End of Run Survey on the user portal at the conclusion of your experiment or shortly after you return to your home institution.

STEP 11.  After data have been collected, analyzed and submitted for publication, inform LCLS and acknowledge LCLS and funding agencies in each publication using the formats posted on the LCLS website. Your help is needed to keep up-to-date listings of all LCLS related peer-reviewed journal papers, book chapters, conference proceedings and theses as these metrics demonstrate the scientific achievements and productivity of LCLS.