Welcome to SSRL: User Check-In Procedures

Prior to traveleing to SLAC, review changes for badging/automated access and updated user check-in procedures:

STEP 1.  Register or Update Profile in User  Portal.

  1. Provide or update your user information through the user portal (this must be completed prior to arrival). 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 SSRL.

  2. If you are the Proposal Spokesperson or Lead Contact, ensure that you have listed all of your experiment team members on your proposal AND indicated who will participate in your experiment on-site, through remote access as well as who needs lab access or computer accounts.
  • Only the users listed as team members on the proposal will be given an ID badge and access to SLAC. All users must bring original photo ID to SLAC for verification.
    • If not a US citizen, bring your passport, visa, and other original USCIS travel/immigration documents (including LPR card as appropriate) as SLAC Security is required to review and verify these before issuing an ID badge. NOTE: WT or B2 visas are prohibited for users participating in experiments.
    • There are additional requirements for foreign nationals from certain countries. SSRL hosts will be assigned 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, Sudan or Syria.

STEP 2.  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, then click the red banner to access the log-in page where you will enter your system ID # [insert system ID here] and the password slac2005.
  4. After log-in, select the “Web Training Catalog” tab.
  5. Click on the “Users" folder and then select the following courses to complete.
  • Course 396 - Safety Orientation for Non-SLAC Employees (SON) (You must view every slide to receive course credit)
  • Course 115 – GERT (Passing the quiz with a score of at least 80% is required to receive course credit)
  • Course 154 – SLAC Vehicle Safety Training (Agreement to abide by SLAC driving regulations is required to receive course credit)
  • Course CS101 – Cyber Security Basics for New Users (First time users of SLAC computing resources)
    • Or Course CS200 – Cyber Security Annual Refresher (For returning users who have previously completed CS101)

Roll over the course name and you will 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.

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

Please notify if you encounter problems with required training.

STEP 3. 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 4.  Upon arrival, check in at the VUE Center on your first visit AND at the beginning of each run cycle.

  • Unless you were issued an ID and access after September 2015, stop first at the VUE Center to obtain an ID badge and/or update your proximity access
    • Although user ID badges list the date of safety training expiration on the front, user proximity ID card access is generally limited to the current run cycle (e.g., valid through September 30th).  User proximity ID cards or proximity access will also deactivate earlier based on training or passport/visa expiration.
    • Activated proximity access is required for entry through SLAC's automated gates. Check your proximity access/expiration through the user portal.
  • Temporary Badges for visitors who are not participating in user experiments may be obtained from security if they have an escort with valid training ('visits' are limited to short tours, discussions, seminars, meetings).
    • Escorts must: 1) take full responsibility for the safety of their visitor, 2) go only to designated areas 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 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).
  • Your ID badge must be visible at all times during your visit.
  • If you do not plan to return to SLAC, 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 5:  Read the Access Guidelines (including hutch instructions and authorization); complete and return the user acknowledgement to URA.

STEP 6. New users need to attend the safety orientation talk and hutch operation training.

*       For SSRL, this training is given at 2 pm Monday-Friday. Meet in the Bldg. 120, URA office Monday-Friday shortly before 2 pm (the safety talk is generally not available on SSRL maintenance/accelerator physics days.) This small group, hands-on facility specific training lasts approximately 20-30 minutes. You will be registered for this training when you arrive for check-in. Check the SPEAR operating schedule for information on dates when SSRL will be DOWN for Maintenance, Accelerator Physics, Holiday breaks or 'Low Alpha' operations 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 7.  Lab safety training and orientiation must be completed to use sample preparation laboratories and equpiment. Contact Cynthia Patty or Kayla Zimmerman for training and the lab door lock combination code. Clean assigned workspace before you depart.

STEP 8.  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 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.

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 news and announcements at SSRL.

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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