Welcome to SSRL: User Check-In Procedures

We are planning for FY2021 user operations (October-July 2021). Due to COVID-19, there are limits on people allowed onsite, and x-ray experiments are being performed primarily by beam line staff through mail-in samples or remote access. We are beginning a pilot program to allow a small number of local on-site users, and we hope to be able to expand this in the near future. Beam line staff will contact users who submitted beam time requests to better understand which experiments can be performed within COVID-19 related constraintsDo not travel to SLAC/SSRL unless authorized by beam line staff and the User Office.

BEFORE MAKNG PLANS TO TRAVEL TO SLAC OR PARTICIPATE IN REMOTE EXPERIMENTS, carefully review these requirements.

STEP 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 any scheduled experiment).

  1. Ensure that you have registered/updated your user portal profile, identified your correct institution and confirmed that a user agreement has been executed with your institution. If an agreement is not executed in advance by your institution official, you will not be able to participate in user experiments.

  2. If you are the Proposal Spokesperson or Lead Contact, ensure that you have listed all your experiment team members on your proposal AND indicated on your beam time support request who will participate in your experiment on-site or through remote access as well as who need lab access or computer accounts AT LEAST 30 DAYS IN ADVANCE. Only approved users on eligible proposals can participate in experiments.

  3. EACH RUN YEAR (October-September), all users are required to check-in with the SLAC VUE Center and provide  identification documents.  There are additional requirements for foreign nationals (required to provide documents before obtaining a SLAC ID#) as well as users from certain countries and institutions (see details below).

STEP 2.  Reserve lodging as early as possible if needed. Contact the Stanford Guest House to access user rooms/rates.  Consider alternate lodging if the Guest House is not available.

STEP 3.  Contact beam line staff BEFORE your experiment.

  • Contact the designated beam line engineer/scientist 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. 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. Plan to arrive/be available early in case beam line staff have questions about your set up or experiment.

STEP 4.  Complete required training BEFORE your experiment.

  1. Review COVID specific training requirements.

  2. To access online training, first go to this browser check to verify that your computer is compatible with the web training system requirements. 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.

    • 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 (see complete list of system requirements).

    • Mac users – We recommend you verify your Java installation by going to this Java web page http://www.java.com/en/download/installed.jsp before attempting to access the Web Training Portal.

  3. After log-in, use the search feature or select the “Web Training Catalog” tab, click on the “Users" folder to select and "Launch" these courses. Each training is approximately 30-45 minutes. After completing, verify your training was recorded by clicking the 'My Progress' tab to the left of the picture on your SkillSoft home page. *NOTE: the training system will lock you out after two unsuccessful attempts at passing required tests. If this happens, contact us for assistance.

  • Course 219 - ESH Safety Orientation

    • After intially completing Course 219, you can take refresher course 219fR which has a test out option.*

  • Course 115 - General Employee Radiation Training (GERT) *

  • Course CS100 - Cyber Security Training for Lab Users

    • Cyber Security Training must be completed before SLAC computer accounts will be created or renewed.

  • * NEW * ESH Course 100 - COVID-19 Training for Onsite SLAC Employees and Users

    • * NEW * Practical Training/Return to Onsite Work Orientation has been incorporated into the SSRL Safety Orientation - this is required upon arrival at SSRL (see STEP 6).

Once you have completed the courses, print your certificates of completion and take the certificates to the SLAC VUE Center to get your badge (credit for completing courses are downloaded into the SLAC training database the following day). (See STEP 5).

STEP 5.  Upon authorization and arrival at SLAC (required annually on your first visit for the current run year, October-September), visit the VUE Center for verification of your user status, training, user agreement, and identification/travel/immigraion documents.

STEP 6:  ALL users need to attend the new SSRL safety orientation which has been updated to include COVID practical safety training as well as  hutch operation training. Read the Access Guidelines (including hutch instructions).

*  Plan to arrive at SSRL before 2 pm Monday-Friday to sign up for this training on the clipboard in the SSRL Building 120 User Research Administration lobby.  Shortly before 2 pm, meet the SSRL Duty Operator (DO) in the lobby to join this training. Check the SPEAR 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. 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 (contact DO at 650-926-4040).

STEP 7.  Lab safety training and orientiation must be completed to use sample preparation laboratories and equpiment. Contact Risa Benwell or Grace Tang for training and the lab door lock combination code. Clean assigned workspace before you depart.

STEP 8.  When on-site, write your name and local telephone number(s) on the white board posted outside of your assigned beam line so that you can be reached in case of emergency or if questions arise related to 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. NOTE: User feedback is shared with SSRL management and relevant staff (not anonymous).

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

STEP 12.  Subscribe and review our electronic newsletter Headlines and our website for the latest SSRL news and announcements.

We want to assist in making your visit as productive and successful as possible. If you have any questions or other special needs, please contact the User Research Administration (URA) team.

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