Spokesperson Checklist

These instructions are provided in help the proposal spokesperson (or their lead contact) prepare for SSRL beam time.

1. Log in to the User Portal to submit a proposal or a beam time/support request.

   Users with active proposals can submit requests for beam time on SSRL beam lines. From the SSRL Welcome page, click on "Submit Beam Time Support Requests" for approved proposals (or from the top blue navigation bar, select "Beam Time Request" then "SSRL Proposals" to view your active proposals). Select "Create Beam Time Support Request" to acknowledge your beam time allocation and provide the requested information.

   • Provide a "Lead Contact" if you will NOT be on-site to supervise this experiment.
   • Confirm the Instrument for your experiment.
   • Indicate if each collaborator will visit SLAC to work on-site (Click "Onsite") or work on data remotely (Click "Remote"). 
   • Indicate if your collaborators request access to the Sample Preparation Lab.
     • Contact the lab to determine if your requests for Sample Preparation Lab Access or Equipment can be accommodated.
   • Indicate if your collaborators request access to the SSRL Sample Delivery User's Lab.
   • Check the box “Needs Computer Account” for each individual whom you authorize to obtain a SLAC computer account for this experiment. See additional SLAC Computer Account instructions.
   • Add new collaborators to your proposal team by clicking 'Add Another Person' at the end of this section. Please instruct any new collaborators that you add to register in the User Portal (and include the proposal number, beam line and date scheduled).
   • All international shipments require additional documentation and export control approval.
   • Each user group must provide carrier account information or an airbill to send samples, dewars, or other equipment between SLAC and their institution if the group will be using SLAC for shipping.
   • Click "Next" to continue to complete the safety information. Disclose and thoroughly describe all materials, equipment and any other potential hazards that you may bring or use while at SLAC. SSRL Safety Officer Matt Padilla may contact the proposal spokesperson to review potential hazards, required training, controls, or personal protective equipment.
   • “Submit” your beam time support request when completed.
     • Contact the User Research Administration to add collaborators to your proposal team to modify your beam time support request after it has been submitted and accepted by SSRL.

2. Obtaining a SLAC computer account

   Please review and complete to obtain a SLAC computer account: See the Computer Accounts page

3. Confirm User Agreement

   A User Agreement with each user’s home institution is required for everyone participating in experiments. Check the status of user agreements to confirm that each of your collaborators' institutions have a valid user agreement. See the User Agreement page.

4. Arrange lodging

   Make reservations for out of town users at the Stanford Guest House as early as possible. Identify yourself as a "User" to access rooms set aside for users during busy Stanford events. If no rooms are available, ask to be included on the wait list so they can contact you if space opens up. See other local lodging accommodations.

5. Review access changes and check-in procedures

   BEFORE TRAVELING TO SLAC, inform your colleagues about access requirements. Ensure all experimenters are listed on proposals beam time support requests and complete the following steps at least 30 days before planning to travel to SLAC:
   • Register through the User Portal to provide or update contact information.
   • Contact URA for additional requirements for users from certain countries.
   • Ensure that you have an appropriate business visa (e.g., B1 or VWP Business, WB, not B2/VWP Tourist, WT).
   • Review updated SSRL user arrival check-in procedures.
   • Complete all training.
     • Confirm that your collaborators are on the access list and have completed training.
   • Stop at the VUE Center to obtain a new ID badge and/or proximity access. Bring identification to verify citizenship.
   • Prior to entering the experimental area or starting any experiments, check in with User Check-In Coordinator in the VUE Center, Building 53 Room 1042 (Monday-Friday from 7 am - 12 noon and 1- 4 pm (except holidays).
   • Contact the User Research Administration to answer questions or provide assistance.

6. Review SSRL policies & guidelines

   Review the Guidelines for Collaboration and Publications as well as Public Communication Process Guidelines.

7. Be cautious at all times

   • 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.

If you have any questions, please contact User Research Administration.

We look forward to your visit to SSRL!