Welcome to SSRL: User Check-In Procedures

Prior to traveling to SLAC, review these requirements to prepare for your visit.

STEP 1.  Register or Update information in the  User  Portal.

  1. Before traveling to SLAC, provide or update your user information through the user portal (this must be completed prior to arrival).

  2. Ensure that you have correctly listed your current institution. If a user agreement with your institution is not executed in advance, you will not be able to visit or participate in user experiments at SLAC.

  3. 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 needs lab access or computer accounts. Only approved users on eligible proposals can visit SLAC.
  • Beginning on February 1, 2019, the Department of Energy (DOE) requires all foreign nationals (non-U.S. citizens) looking 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.

  • New user registration requests and beam time/support requests listing proposal team members who plan to be on-site must be submitted at least 14 days before any planned visits.

  • Anticipate that user check-in at the SLAC VUE Center/Badging Office can take up to 4 hours.

  • Users who have already checked in since September 2018 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 2019).

  • Beginning on March 1, 2019, we anticipate additional impacts to new user check-in outside regular business hours (Monday-Friday, 7 am- 5 pm), particularly for foreign nationals traveling from outside of the US on a B-1 or Visa Waiver Program (ESTA/WB visa). We will share more information as it becomes available.

  • Advance approval is required for users who were born in, are citizens of, or have had afffiliations with Iran, North Korea, Sudan or Syria.

  • EACH RUN YEAR (October-September), bring original ID for verification at the SLAC VUE Center.

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.  Prepare to visit and complete required training BEFORE you arrive.

  1. Go to this browser check web page to verify that your computer is compatible with the web training system requirements.
    • 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. A complete list of system requirement is located here.
    • 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.
  2. 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.
  3. Once you pass the system check, click on the red banner to access the log-in page where you will enter your system ID # and the password slac2005.
  4. After log-in, select the “Web Training Catalog” tab, click on the “Users" folder and then select the following courses to complete. Roll over the course name to see a "Launch" link. Click this link to launch the course. Each training is approximately 45 minutes.Please 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. Contact us for assistance if this happens.
  • Course 219 - ESH Safety Orientation
    • As of November 2016, SON Course 396 and Traffic Safety Course 154 have been merged into Course 219 and the former courses were eliminated. Users with valid 396/154 training will need to take 219 when their current training expires. (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
    • As of December 2016, CS101-Cyber Security Basics and CS200-Cyber Security Annual Refresher were replaced with 2 new courses: CS100-Cyber Security Training for Lab Users (this condensed and streamlined annual training is required for anyone who will work at SLAC who is not an employee) and CS200-Cyber Security Training for Employees (this in-depth annual training, required for all staff, was revised to be more engaging, interactive and cover a wider range of cyber security topics). Anyone with valid CS101/CS200 training will need to take the new course appropriate to their role at SLAC when their current training expires.

Once you have completed the courses, print your certificates of completion. Take the certificates with you to get your badge. Credit for completing courses are downloaded into the SLAC training database the following day.

5. Contact the designated beam line engineer/scientist at least one week prior to arrival to discuss beam line configuration needs 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 early in case beam line staff have questions about your set up.

STEP 4.  Upon arrival at SLAC on your first visit for the current run year (October-September), visit the VUE Center for verification of your user status and your original identification/travel/immigraion documents

STEP 5:  New users need to attend the SSRL safety orientation talk and hutch operation training. Read the Access Guidelines (including hutch instructions).

*       For SSRL, this training is given at 2 pm Monday-Friday. Sign up for this training in the Building 120 SSRL User Research Administration (URA) office when you arrive. Shortly before 2 pm Monday-Friday, meet in the Building 120 lobby to join the group for training which lasts approximately 25 minutes. 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. 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.

*       For LCLS, check in with the Floor Coordinator (FC) upon arrival. The FC will provide a building orientation and will coordinate the LCLS hutch specific orientation with either the instrument scientist or area manager. Check the LCLS operating schedule to plan your visits accordingly.

STEP 6.  Lab safety training and orientiation must be completed to use sample preparation laboratories and equpiment. Contact Cynthia Patty Risa Benwell, or Kayla Zimmerman for training and the lab door lock combination code. Clean assigned workspace before you depart.

STEP 7.  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 during your absence.

STEP 8. 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 9. 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 10.  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 11.  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 pleasant and productive as possible. If you have any questions or other special needs, please contact the User Research Administration (URA) team.

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