SLAC National Accelerator Laboratory
LCLS
DOE
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LCLS User Check-In Procedures

* IMPORTANT CHANGES TO USER BADGING & ACCESS

AS OF OCTOBER 1, 2014, only SLAC Security will issue SLAC ID badges.

NOTE:  Inform your colleagues and alert us in advance who will participate in your scheduled experiments.

There are additional requirements for foreign nationals from certain countries as well as from Cuba, Iran, Sudan or Syria.

* To ensure access and avoid delays, please do the following BEFORE arriving at SLAC:

1. Prior to arrival, register through the user portal to provide or update current contact information.
2. Before traveling to SLAC, review the check-in procedures that were recently updated and contact Jackie Kerlegan, User Check-In Coordinator.
3. Complete all training (including Traffic Safety Course 154) at least 48 hours before arriving and bring a hard copy of the training certificates.
4. Bring your identification to verify citizenship.
5. Unless you are certain that your training is valid and your ID badge will get you through the automated gate, stop first at the Security Office Building 235 by the main gate to obtain a new ID badge.
6. Check in at the URA offices prior to entering the experimental area or starting any experiments. The URA office in Building 120, Room 211, is staffed Monday-Friday from 7 am - 12 noon and 1- 4 pm (except holidays).
7. If you arrive without having done your training or run into problems, call URA (650-926-2079) and we will try to help.

Security and URA office hours are 7 am-12 noon and 1-4 pm (except weekends and holidays). Temporary cards will be issued by the Main Gate during evenings, weekends and holidays.

User proximity ID card access is only valid for during the run year, which coincides with the Fiscal Year (e.g., valid through September 30, 2015).  throu30-90 days and has to be re-activated by us for subsequent visits (contact URA to reactivate your proximity card).

* NEW FOOD OPTIONS:  The SLAC Cafe, auditorium and visitor center are closed until construction is completed on the new Science and User Support Building (SUSB) in 2015.  FOOD OPTIONS include Starbucks or the EAT Club (a virtual cafeteria where you can pre-order lunch for delivery to SLAC/SSRL Bldg. 120)(link is external). Discounts are offered at local restaurants: Eric's Gourmet, Portola Kitchen.

* Guest House:  The GUEST HOUSE  sets aside rooms for users during peak demand periods at Stanford. Identify yourself as a user and ask to be waitlisted for rooms that become avaiilable. Possible expansion of the Guest House is being considered to better serve the user community.

WORK SAFELY:  Be aware and exercise caution when visiting SLAC, particularly during construction. Contact Security if help is needed or to report any problems or suspicous activity: 650-926-2551. For EMERGENCIES, CALL 911 OR 5555.

After obtaining your ID badge from SLAC Security, check in at the User Research Administration (URA) in Building 120, Room 211, prior to going to the LCLS Near Experimental Hall (NEH) or starting any experiments. The URA office is staffed Monday-Friday from 8 am to 4 pm. Most steps need to be completed prior to your arrival:

LCLS User Check-In Procedures

  1. Log in to the user portal to provide or update your contact information and personal profile.
    • If not a US citizen, please bring your passport, visa, and other relevant travel/immigration documents as SLAC Security  is required to review and verify these before issuing an ID.
    • There are additional requirements for foreign nationals, and pre-approval is required for users from Cuba, Iran, Sudan or Syria.  http://www-ssrl.slac.stanford.edu/content/user-resources/foreign-users

  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)
    • Either 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 slac-training@slac.stanford.edu if you encounter problems with required training.

  3. Reserve lodging if needed. The GUEST HOUSE  sets aside rooms for users during peak demand periods at Stanford. Identify yourself as a user and ask to be waitlisted for rooms that become available.  http://web.stanford.edu/dept/rde/cgi-bin/drupal/hospitality/guesthouse/index.htm  Consider alternate lodging if the Guest House is not available.  https://www6.slac.stanford.edu/visiting-slac/accommodations.aspx  For additional information on local accommodations and housing assistance, complete the housing questionnaire.


  4. Create a SLAC Computer Account.
    LCLS users, whom the proposal spokesperson has authorized, can obtain a UNIX account via the user portal. https://www-ssrl.slac.stanford.edu/URAWI

    Log in to the User Portal. Mouse over to "My Account" in the navigation bar, and a pulldown menu appears. Select the last item ("My Account"). When that page appears, you see "My Account" and then "Training Information". Scroll down to the bottom of that page, and at the bottom there's a head:

    LCLS Unix Accounts. There's a button to click on, labeled "Request LCLS Unix Account".

  5. Upon your first visit to SLAC (or if you do not have a proximity activated ID badge), turn right at the main SLAC entrance and visit the Security Office Building 235 to verify citizenship and obtain an ID badge.
    • Contact URA to re-activate your proximity access before subsequent scheduled user experiments.
    • Badges must be worn and visible at all times.
    • If you do not plan to return to SLAC, drop off your ID badge with URA or Security before you depart.
    • Dosimeters are only issued for users working with Radioactive Materials or in an Radiologically Controlled Area (RCA). Return issued dosimeters at the conclusion of your experiment.
    • Temporary Badges: Users or visitors who have not completed training and received their own SLAC ID badge, may only get a temporary badge from security if they have an escort with valid training (also inform URA when this happens so we can track users to the appropriate experiment/proposal and ensure that relevant safety requirements are met). 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 (this means that 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).

  6. Read the Access Guidelines (including hutch instructions and authorization); complete and return the agreement on the last page to URA (this is an annual requirement).

  7. New users need to attend the safety orientation talk and hutch operation training.
    • 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.
    • For SSRL, this training is given at 2 pm. 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:

  8. Lab safety training and orientiation must be completed to use sample preparation laboratories and equpiment. Contact Lisa Hammon(link sends e-mail) or Cynthia Patty(link sends e-mail) for training and lab access. Clean assigned workspace before you depart.
  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, particulary 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.
  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.
  11. After data have been collected, analyzed and submitted for publication, inform URA and acknowledge the user facilities and funding agencies in each publication. Your help is needed to keep up-to-date publications listings for all peer-reviewed journal papers, book chapters, conference proceedings and theses based on work conducted here. These publication lists allow us to demonstrate the scientific achievements and productivity of users and of this facility.

    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.


    Jacqueline Kerlegan, Room 211, 650-926-2079
    Natalya Brown, LCLS Bldg. 950, 650-926-8758
    Doreen Charan, LCLS Bldg. 950, 650-925-4738 or Bldg. 120, Room 219, 650-926-2886/3816
    Lisa Dunn, Room 208, 650-926-2087
    Cathy Knotts, Bldg. 137 or Bldg. 12, Room 218, 650-926-3191




SLAC SLAC National Accelerator Laboratory, Menlo Park, CA
Operated for the U.S. Department of Energy Office of Science by Stanford University