User 'To Do' List as Soon as Beam Time is Assigned

□ Confirm Registration, User Institution & User Agreement

□ Confirm if Proprietary Research

□ Review Check-In Procedures and Advance Requirements for Foreign Nationals

□ Review Safety & Housekeeping Responsibilities

ACCEPT Beam Time & Submit Support Requests

□ Contact the Guest House to Reserve User Rooms
 Click on this USER LINK to access discounted user room rates!

□ Need a Rental Car? 
 See below for potential discounted rates!

□ Order Chemicals

□ Order Gases and Cryogenics

□ Establish or Confirm Computer Accounts

□ User Financial Accounts

□ Coordinate Shipments to/from SLAC

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After Beam Time

□   Acknowledgements, Publications, Science Highlights & News

□   Feedback

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□ Confirm Registration, User Institution & User Agreement

As soon as your proposal is approved and beam time is assigned, ensure that you and all of your proposal team members have registered in the user portal, identified their correct institution and confirmed that a user agreement has been completedexecuted. User Agreement is required for all users who will use SSRL beam lines, either onsite or by remote access. The user agreement is completed by an authorized official at the user institution and generally covers all scientists from that institution. If an agreement is not executed in advance, scientists will not be able to visit SLAC or participate in user experiments at SSRL.

 The Department of Energy has standard user agreements for Non-Proprietary User Agreement and for Proprietary ResearchThere are additional requirements for users who desire to conduct proprietary research (advance payment at full cost recovery rate is also required). We have essentially no flexibility to modify the agreement template. Review the tempate agreements and a list of user insitituions with valid agreements.


□ Confirm if Proprietary Research

Proprietary Research must be coordinated in advance and requires a separate agreement as well as advance payment on a full-cost recovery basis.


□ Contact the Guest House to Reserve User Rooms

The GUEST HOUSE sets aside rooms for users during peak demand periods at Stanford. Use this link, click on BOOK NOW, SLAC to access rooms for users, Iidentify yourself as a user and include your SSRL proposal information when making reservations. If rooms are not available when you contact the Guest House, you can ask to be waitlisted for rooms that become avaiilable. https://rde.stanford.edu/stanford-guest-house

□  Need a Rental Car?

Stanford University and SLAC have agreements with a few rental car companies. If traveling to SLAC for business (including if SLAC is providing any reimbursement), we encourage you to consider these rental car agencies who may be able to offer discounts (with your SLAC ID badge or other proof of business purpose at SLAC): 

  • Enterprise Bay Area airport rate (SLAC ID code: L23J105; SLA
  • Enterprise other airports rate (SLAC ID code: L23J106; SLA)
  • Avis (SLAC ID code: ADW A382311)


□ Review Advance Access Requirements and Check-in Procedures

Prior to making plans to participate in experiments, review user access procedures. Ensure that all proposal team members are registered and beam time support requetsts are submitted at least 30 days before any experiments. There are additional requirements for foreign nationals and users from certain countries and institutions. Visits by foreign nationals will be coordinated with the SLAC VUE Center. Advance review and approval (which can take 12 months or more) is required for users who were born in, are citizens of, or have had afffiliations with Iran, Cuba, North  Korea, or Syria.
 

Most X-ray/VUV beam lines officially turn over to the next user by 3 pm, but usually it is much earlier in the day depending on equipment requirements and staff availability. Contact the designated beam line engineer/scientist a few weeks in advance to discuss beam line configuration needs and to coordinatge arrival and start time. Plan to arrive early in case beam line staff have questions about your set up and to complete the SSRL Safety and Hutch Authorization Training.

Unless instructed otherwise, plan to clear the beam line by 7 am on your last day (by 6 am on designated MA/AP days) unless other arrangements have been made with your beam line contact person.

The SSRL experimental floor is classified as a Controlled Area which means that GERT training is required, but dosimeters are not required (except in limited situations). ID badges must be worn and be visible at all times during your visit. Return your ID badge to the SLAC Securiity Badging Office at the conclusion of your experiment if you do not plan to return to SLAC.

Contact the User Office if you have questions about SSRL user operations in the COVID-19 era.


□ Review Safety & Housekeeping Responsibilities

Identify all potential safety issues on proposals and beam time requests (BTR). If you want to bring hazardous substances or equipment to SSRL and have not previously indicated this on either your proposal or beam time request (BTR), contact the Safety Officer immediately.  Additionally, any changes you may wish to make to your proposal or BTR must be reviewed and approved by the safety office in advance.  Late changes that involve potential hazards may not be possible.

Experiments dealing with the following hazards must contact the Safety Officer before making plans to visit SSRL as advance notifications, additional approvals and/or training may be required:

  • Class 2 biohazards, animal and human subject use
  • Lasers (class 3r & 4)
  • Radioactive materials
  • Dry nanomaterials use

The experiment information you provide is used by the Safety Officer to review safety, potential hazards, mitigations, and appropriate training as well as to generate a Safety Checklist for your experiment which will be reviewed, completed and posted at the beam line before your experiment begins. If there are any potential hazards with your samples, materials you are using, equipment you plan to bring, or your overall set up, you may be contacted by the Safety Officer depending on the degree of the hazard indicated. If you have any questions about potential hazards related to the substances/equipment you plan to use at SSRL, contact the Safety Office.

User Safety & Housekeeping Responsibilities

Proposal spokespersons must disclose and thoroughly describe all materials, equipment and any other potential hazards that they may bring or use while at SLAC. Our Safety Officer will contact the proposal spokesperson to review hazard mitigations, required training, controls, or personal protective equipment. This information will be documented on the Safety Checklist. Notify us immediately if your experiment plans or team changes. You are responsible for ensuring that everyone listed on your proposal receives appropriate training related to your planned experiment, including standard and emergency procedures relevant to any hazards associated with your experiment.

While at SSRL, your group is expected to keep all work areas NEAT and ORDERLY and to CLEAN UP your work areas before your experiment ends. FAILURE TO MEET THESE REQUIREMENTS WILL IMPACT THE ABILITY OF YOUR PROPOSAL TEAM TO ACCESS OUR FACILITIES IN THE FUTURE. If you will not be present to provide oversight during your scheduled beam time, appoint a lead contact who will be available (list this lead person's name and their contact information on the beam time support request and on the white board at the beam line). If you have questions related to any safety procedures at SSRL, please contact Matt Padilla. Review safety requirements for advance notifications, quantity limitations, and training requirements for handling radioactive or nano materials.

http://www-ssrl.slac.stanford.edu/content/safety/safety-at-ssrl

Review safety information and requirements, specifically advance notifications for hazardous & radioactive materialsprocedures for using radioactive materials at SSRL(link is external) (Radioactive Materials Shipment), quantity limitations, and training requirements for handling radioactive materials (in addition to GERT, RWT training is required to handle radioactive material).

Other resources:

Sample Holder Catalog

Nanomaterials Safety Plan

NFPA Chemical Labeling System


ACCEPT Beam Time & SUBMIT Support Request

If you have been assigned beamtime on an X-ray or VUV line, you must log in to the user portal to accept the beam time and submit a support request for each beam time allocation. Review the beam line, date(s), configuration(s), and collaborator information carefully. Edit the list as needed:  remove anyone who will not participate and add any new collaborators who will be assisting with this beam time. Only the collaborators listed on these forms will be allowed access to SLAC and SSRL.

Review to confirm your experiment setup (monochromator crystal, mirror position and SSRL equipment requested). If your needs have changed, contact beam line staff and User Research Administration (URA) immediately as late changes to your original may not be possible due to scheduling constraints, limited technical support statt.

Note:  For Macromolecular Crystallography users, support information is collected in the Beam Time Request.

For use of the Sample Preparation Laboratories, submit a user access agreement form


□ User Financial Accounts

Since 2017, SSRL has absorbed the cost for many gases, liquid helium, chemicals and other commonly used items during user experiments at SSRL. Although generally not necessary for most users, a user financial account must be established for SSRL user groups who need to access specialty services from Stanford or SLAC shops or to procure specialty items that exceed a threshold.


□ Order Chemicals

All chemical orders must be placed through SLAC’s chemical procurement system. Please note that you cannot direct ship any chemicals from a supplier to SSRL. If you need to place a chemical order, please begin your chemical order as soon as possible and follow the guidelines outlined below. Note that there is a significant lead time on procuring chemicals.  Depending on the hazard of the material, this lead time could be up to 4 weeks.

   Search our Chemical Inventory:  Your chemical of interest may already be available at SSRL. Please review the SSRL Sample Preparation Laboratories' chemical inventory.

   Send Chemical Information to us:  Staff must review your chemical orders for safety reasons. If you need to place a chemical order, please contact SSRL Sample Preparation Laboratories staff and send email to ; include chemical name, manufacturer’s name, part number, size, date required, MSDS and a brief description of how you are using this chemical in 1-2 sentences. We will contact you if we need additional information. Ordering specialty chemicals may trigger the need to create a user financial account


□ Order Gases and Cryogenics

Use the SSRL Gas Ordering Form if gases or cryogenics are needed for your experiment. With the exception of liquid nitrogen and liquid helium ordered by SSRL for use with SMB cryostats, all gases should be ordered well in advance of your scheduled experiment. Please complete order forms at least 2-3 weeks before your beam time for standard gases and at least 4 weeks for speciality gases (including Carbon Monoxide and Oxygen). Ordering specialty gases may trigger the need to create a user financial account.  For questions about gas safety & operating procedures, contact SSRL Safety Officer, Matt Padilla.

   Liquid Nitrogen: SSRL supplies liquid nitrogen at no charge to users. The main filling station is located in the Bldg. 131 Annex. There is also a smaller tank for filling small dewars. When handling Liquid Nitrogen, please follow the instructions carefully and wear the supplied gloves and goggles.

   Liquid Helium: Liquid Helium is generally available on a 2-day turnaround in 100 liter dewars. Liquid helium orders should be placed electronically using the SSRL Gas Ordering Form.

   Standard Gases: Orders for standard gases must be placed two weeks prior to arrival using the SSRL Gas Ordering Form  

   Specialty Gases: Specialty gases (including Carbon Monoxide and Oxygen) must be ordered 4 weeks prior to your arrival.  Ordering specialty gases may trigger the need to create a user financial account. Specialty gases cannot be returned for credit to your account.

   Dewars: SSRL has a small supply of portable dewars which may be loaned. Users wishing to ship dewars to SSRL should complete the Shipping Dewars to SSRL Form to help ensure that the dewar is delivered to the correct beam line and refilled if necessary.


□ User Financial Accounts

Since 2017, SSRL has absorbed the cost for many gases, liquid helium, chemicals and other commonly used items during user experiments at SSRL. Although generally not necessary for most users, a user financial account must be established for SSRL user groups who need to access specialty services from Stanford or SLAC shops or to procure specialty items that exceed a threshold.


□ Establish or Confirm Computer Accounts

Each user group must have a computer account, complete cyber securrity training and agree to computer usage security terms. All persons using SLAC computers or accounts are responsible for understanding and complying with the security requirements. SSRL does not charge for use of its computer systems. See online forms:  form for X-ray/VUV lines and form for Macromolecular Crystallography lines.


□ Coordinate Shipments to/from SLAC

See instructions for shipping equipment and samples to or from SLAC. Note: There are additional requirements for international shipments and exports. Please coordinate and complete processes in advance.

For information on personally transporting samples or other potentially hazardous materials, contact the Safety Office.

 

□   Acknowledgements, Publications, Science Highlights & News

Acknowledge SSRL and funding agencies after data have been collected, analyzed and prepared for presentation or publication.

Inform us of all publications, theses, major invited talks, awards, patents and other forms of recognition resulting from research conducted fully or partially at SSRL. We need up-to-date listings as these metrics of scientific achievements and productivity are extremely important to the facility and to funding agencies.

Contact us BEFORE exciting results are about to be published so that we can work with you and your institution to communicate research findings to a broader audience. User science highlights as well as other news and announcements are featured on our website and in our monthly electronic newsletter. 

□   Feedback

After completing each scheduled experiment at SSRL, submit an End of Run Survey through the user portal. Feedback is extremely important to us. We appreciate your feedback which helps us continue to improve user support as well as to meet our mission requirements for assessment and reporting.

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