User Access Procedures

  1. Register or Update information in the User Portal, submit Beam Time/Support Request, and ensure user agreement (this must be completed 30 days prior to arrival).
    • Before traveling to SLAC, provide or update your user information and ensure that you have correctly listed your current institution through the user portal . 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 SLAC.
    • If you are the proposal spokesperson or lead contact, ensure that you have listed all your experiment team members on your proposal and have indicated on your beam time support request who will participate in your experiment on-site or through remote access as well as who needs lab access or computer accounts at least 30 days in advance of planned visits. Only approved users on eligible proposals can participate in experiments.
    • Upon arrival at SLAC on your first visit for the current run year (October-September), visit the VUE Center for verification of your user status and your original identification/travel/immigration documents and provide additional documents (foreign nationals included).
  2. Reserve Accommodations - 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 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.
  3. Contact Beam Line Staff at least one week prior to your experiment to discuss beam line configuration needs, arrangements for your experiment and to confirm your estimated start time - staff contacts.
  4. Sample Preparation Laboratories - To request lab access, reserve equipment, and check chemical inventories visit the website.
  5. Complete Core Required Training before you arrive - see SSRL Training requirements
  6. SSRL Safety Orientation talk and Hutch Operation Training.
    • For SSRL, this training is given at 2 pm Monday-Friday. Sign up for this training in the Building 120 SSRL User Research Administration (URA) office when you arrive. Shortly before 2 pm Monday-Friday, meet in the Building 120 lobby to join the group for training which lasts approximately 25 minutes. The SSRL Safety Talk is generally not available on SSRL maintenance/accelerator physics days, but may be accommodated at other times if coordinated with the SSRL Duty Operator/Floor Coordinator. Check the SPEAR3 operating schedule for information on dates when SSRL will be DOWN for Maintenance, Accelerator Physics, or Holiday breaks so that you can plan your visits accordingly.
  7. Lab Safety Training and Orientation must be completed to use sample preparation laboratories and equipment. Contact laboratory staff for training and the lab door lock combination code. Clean assigned workspace before you depart.
  8. Review and Complete COVID-19 Requirements
    • In an effort to maintain the safety of staff and users alike, we are not currently scheduling unvaccinated users for onsite research. Exceptions may be made in limited circumstances where an individual is legally entitled to an accommodation, such as disability and medical conditions or because of a sincerely held religious belief, practice, or observance. Vaccinated users will be requested to show proof of vaccination when they access the SLAC site and to comply with our onsite COVID-19 testing requirement (currently weekly testing for vaccinated individuals).
    • Before going to SLAC (and each day before visiting SSRL), complete a Health Check. If you have a Stanford or SLAC computer account, log into the Stanford Health Check with your SUNet or SLAC email address. All other external users log into the user portal, click on the tab for the COVID-19 Health Check, and complete the questions.
    • Do not travel to SLAC unless the Health Check indicates you are approved. If the Health Check does not indicate approval and you are directed to contact the SLAC Occupational Health Group, please note that their response is limited to weekday business hours.
  9. Prepare for SLAC Arrival, Badging
    • Upon arrival at SLAC, inform SLAC Security at the Main Gate that you are a user here for a scheduled experiment. They will confirm that your name is on the SLAC Site Access list.
    • Annually on your first visit for the current run year (October-September), visit the SLAC VUE Center/Security Badging Office to obtain or renew your SLAC ID.
    • Your ID badge must be visible at all times during your visit. If you do not plan to return to SLAC, return your ID badge to Security before you depart.
    • Dosimeters are only issued for users working with Radioactive Materials or in an Radiologically Controlled Area (RCA). Return issued dosimeters to Security at the conclusion of your experiment.
  10. Getting Around SLAC
    • Valid proximity access is required for entry through SLAC's automated gates.
    • Temporary Badges for visitors who are not participating in user experiments may be obtained from security if they have a staff escort with valid training ('visits' are limited to short tours, discussions, seminars, meetings).
    • Escorts must: 1) go only to designated areas, 2) take full responsibility for the safety of their visitor, 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).