Welcome to SSRL: User Check-In Procedures

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

 STEP 1.  Register or update information in the User  Portal, submit Beam Time/Support Request, and ensure valid 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, list all your experiment team members on your proposal, and submit your your beam time support request at least 30 days in advance, indicating everyone who will participate either onsite or remotely. Only approved users on eligible proposals will be granted access.

  3. EACH RUN YEAR (October-September), all on-site users are required to provide identification documents and check-in with the SLAC VUE Center. 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 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. To access onlne training, log into the new training portal. Review instructions at https://slactraining.slac.stanford.edu/how-access-the-web-training-portal), enter you system ID# and the temporary password, SLACtraining2005!. Users will need to change the password to their own personal password after first time log in. Remember your password, or to request a new password submit the password request form https://slactraining.slac.stanford.edu/training-portal-password-request. 

  3. Complete core training (additional training may be required to particiapte in other activities). Each training is approximately 30-45 minutes. Credit for completing courses is downloaded into the SLAC training database the following day. After completing, 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 annually for onsite access

  • 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)

* SSRL Safety Orientation Talk is required upon initial arrival at SSRL. If not completed since August 2021, sign up and meet the Duty Operator (DO) in the SSRL Building 120 lobby to attend this mandatory, weekday building orientation and  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 hands-on 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.  BEFORE traveling to SLAC, review the latest SSRL and SLAC COVID-19 protocols.

STEP 7.  Prepare for SLAC Arrival and Badging.

  • Upon arrival at SLAC, have your photo ID ready and 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. Parking should be available in the visitor parking area in front of the SUSB Bldg. 53, which is directly adjacent to the SLAC main gate. Go inside Bldg. 53 to the VUE Center/Badging Office where SLAC Security will verify your training, user agreement, government issued photo identification/travel/immigration documents.  

  • Wear your ID badge so it is visible at all times during your visit. If you do not plan to return to SLAC for another experiment within the next run year, 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.

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

  • Although user ID badges list the date of safety training on the front, user proximity card access is generally limited to the current run year (valid through September 30th). User proximity access will also deactivate earlier based on training or passport/visa/LPR expiration. Check your proximity access expiraton date through the user portal.

  • Proceed through Gate 17 with your proximity card to reach SSRL. Use the road or path adjacent to the Guest House to reach LCLS, the SLAC Arrillaga Recreation Center, or the Alpine Gate.

  • 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 staff 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).

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 at night and 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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