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

SSRL is currently planning for the remainder of our 2020 run in the COVID-19 era. Contact the User Office if you have questions about how this impacts your experiments or to request an extension for impacted proposals.

 

□ Confirm User Institution & User Agreement

□ Confirm if Proprietary Research

□ 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!

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

□ Review Safety of Scheduled Experiments

Submit User Support Requests

□ Order Chemicals

□ Order Gases and Cryogenics

□ Establish or Confirm Computer Accounts

□ User Financial Accounts

□ Coordinate Shipments to/from SLAC

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□ Confirm User Institution & User Agreement

Before making travel plans to visit SLAC, ensure that you and your colleagues have correctly identified their institution in the user portal and confirm that a user agreement has been executed by the appropriate official at each 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 implemented standard user agreements for Non-Proprietary User Agreement and for Proprietary Research.  We have very little 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 requires a separate agreement and 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 user link to access rooms and discounted rates for users, You must identify yourself as a user and include your proposal information when making reservations. If rooms are not available when you contact the Guest House, you should ask to be waitlisted for rooms that become avaiilable.

□  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 Check-In Procedures and Advance Requirements 

Prior to traveleing to SLAC, review updated user check-in procedures and changes for automated access/badging. Ensure that all proposal team members are registered and beam time support requetsts are submitted 30 days before making plans to visit SLAC. There are additional requirements for foreign nationals and users from certain countries and institutions. SSRL hosts will be assigned for foreign nationals, 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, North  Korea, Sudan or Syria.
 
  • New user registration requests and beam time/support requests listing all proposal team members who plan to be on-site must be submitted 30 days before any planned visits.

  • The Department of Energy (DOE) requires all foreign nationals (non-U.S. citizens) desiring to conduct work on-site at SLAC to provide their curriculum vitae (email and bring CV to SLAC). Please ensure that all academic and employment activities since college (Associate/Bachelor or equivalent) are listed chronologically with no gaps in time, including month/year and relevant area(s) of science or technology. Please do NOT include protected personal identification information such as birthdate, government ID or passport/visa numbers. CVs will be uploaded to the DOE's Foreign Access Central Tracking System (FACTS). By submitting this information, you consent to SLAC providing this information to the DOE.

  • Foreign nationals must arrive at the VUE Center for check-in with their CV and passport/visa documents during regular business hours (Monday-Friday, 7 am- 4 pm). Evening and weekend check-in is not available.

  • Users who have already checked in since September 2019 and have their valid SLAC ID badge with them do not need to check-in again with the SLAC VUE Center (unless returning after September 2020).

  • Anticipate that user check-in at the SLAC VUE Center/Badging Office can take several hours, so please plan accordingly.

 


□ Review Safety of Scheduled Experiments

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.


Submit User Support Requests

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. Add any collaborators who will be assisting you with this beam time to the list. Only the collaborators listed on these forms will be allowed through Gates 17 and 30 without an escort to SSRL.

Review and provide experimental set up information to indicate the monochromator crystal, mirror position and SSRL equipment requested for your run. If your needs have changed or if there are any problems, contact the User Research Administration (URA) Office immediately. Any necessary corrections need to be coordinated in advance of your visit. Technical support is very limited, and it is difficult to accommodate late requests for equipment or set up changes which were not indicated in advance.

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


□ User Financial Accounts

SSRL began a pilot program in 2017 to absorb the cost for gases, liquid helium, chemicals and other commonly used items during user experiments at SSRL. Although a separate user financial account may generally no longer be necessary for most users, SSRL user groups that anticipate the need to access specialty services from Stanford or SLAC shops or to procure specialty items that exceed a threshold should establish a user financial account. User financial accounts can also be used to pay for shipping items to/from SLAC (although using the users' home institution's shipping account is the preferred method). 


□ 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 follow the guidelines outlined below. Please begin your chemical order as soon as possible.  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

Please 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 arrival on site. Please complete order forms at least 2 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 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.


□ Establish or Confirm Computer Accounts

Each user group must have a computer account and sign a computer usage security agreement. All persons using SLAC computers or accounts are responsible for understanding and complying with the security agreement. SSRL does not charge for use of its computer systems. Forms are available on the web (form for X-ray/VUV lines) and (form for Macromolecular Crystallography lines). For more information, SSRL X-ray/VUV users should contact Ellie Fazli, macromolecular crystallography users should contact Edgar Estabanez.


□ 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.

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