Welcome to SSRL: User Check-In Procedures

The FY2022 SSRL user run resumed in October 2021 and continues through July 2022 (SPEAR3 and beam lines will be down briefly April 6-18 and May 30-June 6, 2022).

BEFORE MAKNG PLANS TO TRAVEL TO SLAC OR PARTICIPATE IN REMOTE EXPERIMENTS, carefully review and complete these requirements. Do not travel to SLAC/SSRL unless authorized by the User Office.

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 list all your experiment team members on your proposal AND on your beam time support request indicate who will ACTUALLY PARTICIPATE in your experiment on-site or through remote access AT LEAST 30 DAYS IN ADVANCE. Only approved users on eligible proposals can participate in experiments.

  3. EACH RUN YEAR (October-September), all on-site users are required to check-in with the SLAC VUE Center and provide identification documents. There are additional requirements for FOREIGN NATIONALS as well as users from certain countries and institutions (see details below).

STEP 2.  Reserve lodging as early as possible if needed. Use this link to reserve user accommodations at the Stanford Guest House.  Ask to be added to the wait list, or 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 2-3 weeks 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 set up requirements, equipment configurations and staff availability. Plan to arrive/be available early in case beam line staff have questions about your set up or experiment plans.

STEP 4. To learn about or request access to the SSRL Sample Prep Lab or lab equipment, visit the lab website and click on “Laboratory Access”.

STEP 5.  Complete training required BEFORE your experiment.

  1. Contact the SSRL User Office if you need help to request a SLAC ID# which is needed to complete training.

  2. Log into the SLAC Training Portal to access online training. (Use 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. 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.)

  3. Complete core training (additional training may be required to particiapte in other activities).  Use the searh feature or select "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. (The training system locks after two unsuccessful attempts at passing required tests. If this happens, contact us for assistance.) Credit for completing courses is downloaded into the SLAC training database the following day; consider printing or capturing the image of your training completion certificates for check-in at the SLAC VUE Center (See STEP 7).

  • Course 219 - ESH Safety Orientation -- Required for onsite access

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

  • Course 115 - General Employee Radiation Training (GERT) *-- Required for onsite access

  • Course CS100 - Cyber Security Training for Lab Users -- Required for REMOTE or onsite access

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

  • ESH Course 100R - Updated COVID-19 Training for Onsite SLAC Employees and Users

 

* NEW SSRL Safety Orientation required upon arrival at SSRL. ALL users need to attend the SSRL Safety Talk 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 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, depending on availability. Contact the SSRL Duty Operator/Floor Coordinator (650-926-4040).

STEP 6.  Review and comply with COVID-19 requirements.

STEP 7.  Prepare for SLAC Arrival, Badging and Testing.

STEP 8.  Getting Around SLAC. Valid proximity access is required for entry through SLAC's automated gates.

STEP 9.  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 10. Exercise caution when visiting SLAC.

  • Exercise caution around construction projects, particularly when driving, biking or walking. Many roads/paths 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.

  • Occassionally wildlife can be found around SLAC. Please do not place food out for any wildlife and ensure that outdoor waste container lids are securely closed. See tips below in the unlikely event of encountering a mountain lion or coyote (especially if exhibiting aggression, such as growling, stalking, chasing, or in other ways appears to be a direct threat to human safety):

•    Stay calm. Do not run, and do not turn your back to the animal
•    Back off slowly while maintaining eye contact
•    Make yourself big and loud (e.g., yell, clap, make loud noises)
•    If you have a flashlight, shine it at them
•    Immediately report the encounter to SLAC Security ext. 5555

  • If you have any problems, need any assistance or observe any suspicious activity while at SLAC, contact Security at ext. 5555 (650-926-2551). For EMERGENCIES, CALL 911.
  • Car break-ins are on the rise in the Bay area. Exercise caution, be aware of your surroundings, park in well lighted areas and avoid leaving anything in a vehicle.

STEP 11. Provide feedback to SSRL 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 12.  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 13.  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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