Procedures for temporarily importing samples or equipment

All visitors bringing material, including samples or equipment to the ESRF, are advised that such equipment or materiel remains entirely the responsibility of the visitors concerned.

A. SAMPLES

If you wish to bring samples in addition to those mentioned on your Proposal Form, you must declare them and receive prior approval from the Safety Officer before you bring them onto the site. Equipment and substances which must be checked include: lasers, bacteria, viruses, inflammable substances, toxic substances and radioactive materials. Radioactive sources are forbidden. Sanctions will be applied to persons who do not respect these rules. All users are required to take an ESRF safety training course before beginning work on the beamline (see above). The rooms are always open, and you are therefore free to do your safety training at a time which suits you. If you wish to carry out any electrical work, you will need an authorization from the ESRF Safety Group. This authorization can only be granted if you bring a document from your employer stating that you have the necessary technical and safety knowledge in this field.

B. EQUIPMENT

Users from countries other than France wishing to bring equipment for experiments at the ESRF are required to follow the procedures below:

1. Users from European Union (EU) countries

Users from institutions or laboratories in European Union member states may temporarily import material for experiments, with no formalities. The material is introduced under the responsability of the user(s) concerned, and may remain at the ESRF for a maximum period of two years.

2. Users from non-EU countries

Users from non-European Union countries will need to follow customs clearance procedures for any equipment or samples they wish to use for experiments at the ESRF. There are three possible procedures which, if followed carefully, will ensure that you avoid difficulties and delays.

2.1 You intend to bring your equipment/sample with you, and take it back with you: In this case, you must obtain a temporary admission certificate called a carnet ATA, or "Carnet de Passages en Douane for Temporary Admission" (Carnet de Passages en Douane pour l'Admission Temporaire), which can be obtained from the nearest customs agency, World Trade Centre or Chamber of Commerce. On arrival in France, you must declare the goods at the customs who will stamp the "carnet". When you leave France, you must have the certificate stamped again by the customs. Normally no further action will be necessary.

2.2 In all other cases where you wish to import and re-export equipment or samples not covered by 2.1, please contact the following shipping company who will make all the necessary arrangements for customs clearance and delivery of your goods:

ZIEGLER France SA
Grenoble Branch
B.P. 4
38950 Saint-Martin le Vinoux
France

Tel: +33 (0)4 76 56 57 12 / 57 15
Fax: +33 (0)4 76 56 57 11

Contact Person: Miss Valerie Brachet

Ziegler will require from you full details as follows:

• your name, address, telephone and fax numbers;
• weight, number of packets, nature and value of goods;
• the dates of your proposed visit to the ESRF;
• other details - e.g. makers's name, series number - as necessary
  

Ziegler will advise you of the shipping company to be used, and will then take care of all necessary procedures in France.


2.3. If you wish to import equipment or samples which you do not want to re-export to your home laboratory.

You can use the procedure 2.1 or if using an express courier service (DHL, Fedex, ...) you can ask the carrier to deliver this equipment directly to the ESRF and to carry out the necessary customs clearance procedures. Please note that unless one of these three procedures is used, there is a risk of disruption to your work; furthermore the ESRF will not be in a position to help to resolve problems arising. In all cases where costs are incurred by the ESRF for the import, export and maintaining at the ESRF of equipment belonging to users, these costs, together with any necessary additional handling fees, will be charged to the laboratory of the user importing the equipment.

Please note that deliveries to the ESRF by any type of transport service can only be made from Monday to Friday (8:00am to 5:00pm).

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