OBSOLETE - Spokesperson Checklist

These instructions are provided in help the proposal spokesperson (or their lead contact) prepare for LCLS beam time.

1. Log in to the User Portal to submit a beam time support request.

   From the outline on the Welcome Home page, click on Submit beam time support requests for approved proposals (or from the top blue navigation bar, select "Beam Time Request" then "LCLS Proposals" to view your active proposals). Select "Create Beam Time Support Request" to ackowledge your beam time allocation and provide the requested information.

   • Provide a "Lead Contact" if you will NOT be on-site to supervise this experiment.
   • Confirm the Instrument for your experiment.
   • Indicate if each collaborator will visit SLAC to work on-site (Click "Onsite") or work on data remotely (Click "Remote"). 
   • Indicate if your collaborators request access to the Sample Preparation Lab.
     • Contact Kayla Zimmerman to determine if your requests for Sample Preparation Lab Access or Equipment can be accomodated.
   • Indicate if your collaborators request access to the LCLS Sample Delivery User's Lab (formerly Injector Characterization Lab) which provides tools for fabricating and testing sample delivery systems onsite and remotely.
     • Contact Kayla Zimmerman, Dan DePonte or Jake Koralek if you have questions about the Sample Delivery User's Lab.
   • Check the box “Needs Unix Account” for each individual whom you authorize to obtain a SLAC computer account for this experiment. See additional SLAC Computer Account instructions.
   • Add new collaborators to your proposal team by clicking 'Add Another Person' at the end of this section. Please instruct any new collaborators that you add to register in the User Portal (and include the proposal number, beam line and date scheduled).
   • All international shipments require additional documentation and export control approval.
   • Each user group must have a User Financial Account to send samples, dewars, or other equipment between SLAC and their institution if the group will be using SLAC for shipping.
   • Click "Next" to continue to complete the safety information. Disclose and thoroughly describe all materials, equipment and any other potential hazards that you may bring or use while at SLAC. LCLS Safety Officer Ian Evans may contact the proposal spokesperson to review potential hazards, required training, controls, or personal protective equipment. If you have questions related to any safety procedures at LCLS, please contact Ian Evans.
   • “Submit” your beam time support request when completed.
     • Contact the User Research Administration to add collaborators to your proposal team to modify your beam time support request after it has been submitted and accepted by LCLS.

2. Obtaining a SLAC computer account

   Obtaining a SLAC computer account and accessing LCLS experiment elogs to participate in proposal data collection and analysis is a multi-step process:

   • See the Computer Accounts page

3. Confirm User Agreement

   A User Agreement with each user’s home institution is required for everyone participating in experiments. Check the status of user agreements to confirm that each of your collaborators' institutions have a valid user agreement.

   • See the User Agreement page.

4. Arrange lodging

   Make reservations for out of town users at the Stanford Guest House as early as possible. Identify yourself as a "User" to access rooms set aside for users during busy Stanford events. If no rooms are available, ask to be included on the wait list so they can contact you if space opens up. See other local lodging accommodations.

5. Review access changes and check-in procedures

   BEFORE TRAVELING TO SLAC, inform your colleagues about access changes. Ensure all experimenters are listed on proposals & beam time support requests and complete the following steps:

   • Register through the user portal to provide or update contact information.
   • Contact URA for additional requirements for users from certain countries.
   • Ensure that you have an appropriate business visa (e.g., B1 or VWP Business, WB, not B2/VWP Tourist, WT).
   • Review updated LCLS user arrival & check-in procedures.
   • Complete all training.
     • Confirm that your collaborators are on the access list and have completed training.
   • Stop at the VUE Center to obtain a new ID badge and/or proximity access. Bring identification to verify citizenship.
   • Prior to entering the experimental area or starting any experiments, check in with User Check-In Coordinator in the VUE Center, Building 53 Room 1042 (Monday-Friday from 7 am - 12 noon and 1- 4 pm (except holidays).
   • Contact the User Research Administration to answer questions or provide assistance.

6. Coordinate with SLAC experiment PoC

   Coordinate your experiment preparations with the LCLS Instrument Scientist and area manager who will be your Point of Contact/SLAC Supervisor for your visit for LCLS beam time.

7. Review LCLS policies & guidelines

   Review the Guidelines for Collaboration, Publications and Press of LCLS Experiments as well as Public Communication Process Guidelines.

8. Attend meetings with accelerator staff and give presentation

   Attend meetings in Building 52 (ACR) with Accelerator staff to give a brief presentation about your experiment on the Wednesday before you are scheduled to start (4:15 pm). Also, plan to attend the daily 8 am meetings during your experiment to discuss progress, problems, questions, etc. (arrive sharply at 8 am and present 2-3 slides).

9. Be cautious at all times

   • 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.

10. Return dosimeter / SLAC ID before you leave

    Before departing SLAC, return your dosimeter (if issued) to URA or Security. Return your SLAC ID badge to URA or Security at the conclusion of your experiment if you do not plan to return.

11. Complete end of run survey

    Complete an end of run survey to provide immediate feedback from your experiment.

12. Submit your new publications

    Inform the LCLS User Research Administration (URA) Office when papers are accepted or about to be published. Communicating research results with us in advance allows us to work with users, their home institutions and funding agencies to promote the latest LCLS science and to amplify media efforts through press releases and features. User publications are extremely important in demonstrating the scientific impact of LCLS. Submit papers online through the LCLS Publication Submission web form. Acknowledge LCLS and the DOE Office of Science in presentations and publications using this template:

    Use of the Linac Coherent Light Source (LCLS), SLAC National Accelerator Laboratory, is supported by the U.S. Department of Energy, Office of Science, Office of Basic Energy Sciences under Contract No. DE-AC02-76SF00515.

If you have any questions, please contact User Research Administration.

We look forward to your visit to LCLS!