Before your experiment

Please remember that the working language of the ESRF is English and it is mandatory that at least one fluent English-speaking scientist participates in the experiment onsite (registered on the A-form).

Main proposer: Once the proposal is accepted, you will receive an invitation by email 4-6 weeks before the experiment is scheduled. In this mail, you will receive the name and contact details of your ESRF Local Contact, a scientist familiar with the instrumental set-up who will assist you with your experiment. You are encouraged to contact your local contact as soon as possible to discuss the details of your experiment.  

New users: Create your account in the User Portal. You cannot be added to an A Form until you have an account. Perform your Safety Training on line ('User Safety Training' in tab 'Safety'). If you are to receive financial assistance by the ESRF ('reimbursed' user), you must complete the section 'Reimbursement data'.

Returning users: Make sure your account is up to date in the User Portal.

In this page:

A Form
Safety requirements
Visa requirements
Travel & Accommodation
Insurance & Medical Conditions
Shipping samples
Support laboratories
Data NICE account

 

A FORM


Main Proposer: Fill in this electronic form via the User Portal. The A Form provides the ESRF with the information necessary to prepare the visit of the experimental team and the experimental session. It must be submitted at least 2 weeks before the start of the experiment. Note that the main proposer is not automatically added to the list of users. If you will be participating in the experimental team, make sure you add yourself to the list of users.

Users: Once registered, you can consult the A Form via your user account (in the User Portal, go to the tab 'Proposals/Experiments'. Select 'A Form' and 'View A Form').

Joint ILL/ESRF projects: Users have to register both at the ESRF (by filling the A Form covering the full duration of both experiments) and at the ILL user portal (Visitors Club). Consult also the information on reimbursement regulations for SANS-SAXS users (pdf file).

Find out how to complete the A Form

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Safety requirements


Main proposer: If your experiment has been rated «yellow» or «red» by the Safety Group, you must fill in a Risk Analysis Form and return it at least 2 weeks before the start of your experiment.

Users: All ESRF users are required to perform the ESRF safety training course on line before their arrival on site. The safety training session is available on the User Portal (see tab 'Safety' in your user account). The Safety Training Course is valid for 1 year.

Two safety training courses are available:

  • A standard Safety Training Course
  • A Safety Training Course specific for 'remote' MX experiments. This course only concerns MX users but does not replace the standard Safety Training course, which has to be completed as well.

Please read carefully the page Safety information for users.

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Visa requirements


If you hold a passport from a non--European Union country, the USA or or Japan, you will have to apply for a visa. Go to the page Visa Requirements.

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Financial assistance


Financial assistance is provided for ESRF Users from partners countries affiliated to universities and publicly funded laboratories or involved in a peer-reviewed experiment. Go to the page Financial Assistance.

ILL/ESRF Joint Proposals: download the file "Reimbursement regulations" (pdf file).

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Travel and accommodation


Go to the page Travel and Accommodation.

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Insurance and medical conditions


All ESRF users need to have adequate health and accident insurance during their stay in France. You will be asked to provide proof of insurance to the French Social Security in the event of illness or a work-related accident, either as a User resident in the European Union or as a User resident outside the European Union. Go to the page Insurance & Medical Conditions.

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Shipping samples


All samples and equipment brought into the ESRF must be authorised in advance. Go to the page Shipping Samples.

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Support laboratories


The use of the support laboratories must be booked in advance through the A Form. For some laboratories, a specific form must be completed and sent to the head of the laboratory (forms available through the A Form and in the page 'Support laboratories request forms').

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Data NICE account


For each scheduled proposal, the ESRF creates a Unix account on the ESRF NICE (Networked Interactive Computing Environment) system. The account is opened 10 days before the starting date of the scheduled beam time. The account allows collection and transfer of the data generated on the beamline. Go to the page Data NICE Account.

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