User Guide | 2. Prepare for Beamtime
Once your proposal has been accepted, you have up to 3 months to prepare for your beamtime. Start promptly as onboarding to SLAC and coordinating logistics with your experiment POC may take multiple weeks to complete.
Register for a User Portal account
You need an ORCID ID to register for a User Portal account.
If you don't have an ORCID ID, you'll be able to create one while registering.
Returning users
Log into your User Portal account, then update your profile as needed.
For experiment spokesperson only
Submit your Beamtime Request
Only the spokesperson needs to submit the beamtime request. Please continue to the next step if you're not the spokesperson.
In the request:
- Confirm your experiment's technical details
- Add, edit, or remove collaborators on your team - this informs us who to help onboard to SLAC
Update a submitted request
You can update a submitted request up until your scheduled beamtime.
If your experiment has already started, contact our User Office.
Apply for a SLAC ID number
You need a fully registered User Portal account to apply for a SLAC ID number.
In the field "SLAC Point of Contact," input Brittany Lemesh, our experiment onboarding coordinator.
If you’re a non-US citizen
You’ll need to upload the following to the application:
- Passport or Green Card
- Curriculum Vitae (CV) - Check that your CV follows our guidelines
You don’t need to have a visa at the time you submit your application, but you’ll need one by the time you arrive onsite at SLAC.
If you’re from a sensitive country
If you were born in, are a citizen of, or have ongoing affiliations with a certain country (requires SLAC login), your application may require additional federal review and approval.
Be aware this process may take 9 to 12+ months and cause significant delays.
Returning users
If your SLAC status is still active, you can use your existing ID number. If your status is inactive, you'll need to reapply for one.
Check your SLAC status in the User Portal.
Complete your User Access Agreement
Not to be confused with Execute a User Agreement.
In the agreement:
- list all chemicals and samples you'll use for your experiment
- request lab space or specialty equipment (see available labs)
After you submit
We'll reach out to coordinate which items on your list we can provide or order for you and which you'll need to bring to our facility.
Execute a User Agreement
Your institution needs to have an active user agreement with SLAC to access our facility onsite or remotely.
Check if your institution already has a User Agreement with SLAC
A single agreement covers all users from that institution for 5 years.
If your institution doesn’t have an agreement
Download the agreement template
Non-proprietary User Agreement (most common)
Get the agreement signed by your institution official
The official must have the authority to sign on behalf of their scientists. This is usually the:
- Dean
- President or Vice President
Director of Research, Development, Administration, Contracts, Grants, Sponsored Programs, or Technology Transfer
If you need help identifying your official, contact our VUE Center manager.
- Email your signed agreement to our VUE Center manager
Complete your required training
You need an active SLAC ID number to access your training.
Before your scheduled beamtime, you need to complete the following online courses:
- ES&H Orientation (course 219)
- General Employee Radiological Training (course 115)
- LCLS Building Orientation (course LCLS07)
- Cyber Security Basics for Users (course CS100)
If you're a remote user
You only need to complete Cyber Security Basics for Users (course CS100).
Returning users
Check your training status in the User Portal and recomplete any expired training.
Log into the Web Training Portal to access your training
Use your SLAC ID number and password.
Need help? Contact SLAC Training.
If you’re logging in for the first time
Request a temporary training portal password. You’ll need to change this password after you log in.
Additional onsite training
Depending on your experiment, your POC will inform you if you need to complete additional training once onsite at SLAC (for example, if your work requires PPE or access to wet labs).
Create your computer accounts &
set up your experiment portal
Create a SLAC and UNIX computer account to get access to your experiment portal (eLog). The eLog is where you'll collect and analyze experiment data.
To create your computer accounts, you need to:
have authorized access to experiment data and require computer accounts
Your experiment spokesperson must give you authorized access in the beamtime request.
- have a valid User Agreement with SLAC
- complete Cyber Security (CS100) training
Ship your equipment & materials to us
Everything you ship to us must be listed in your User Access Agreement. We only accept declared items.
You’re responsible for ensuring your shipment arrives on time for your scheduled beamtime.
Coordinate your visit to SLAC
If you'll be onsite at SLAC for your experiment, our User Office will contact you to confirm your visit.
Once we’ve confirmed your visit
Prepare your check-in documents
For non-US citizens
If you require visa sponsorship, start preparing your documents at least 60 days before your intended travel date.
If you need an invitation letter to support your visa application, contact our User Office.
- Book your accommodation at the Stanford Guest House
Explore SLAC’s VUE Center website
Find information for:
- badging and user check-in support hours
- directions to get to SLAC
