Basic Policies regarding Selection of Contract Beamline Proposals

In accordance with the “Act on the Promotion of Public Utilization of the Specific Advanced Large Research Facilities” and the “Basic Policy regarding the Promotion of Public Use of the Specific Synchrotron Radiation Facilities” established under the Article 4, Paragraph (1) of the Act, the Japan Synchrotron Radiation Research Institute shall conduct the review and selection of contract beamline proposals (hereinafter referred to as the “Selection”) based on the policies specified below as a Registered Institution for Facilities Use Promotion (hereinafter referred to as the “Institution”).

Since the Specific Synchrotron Radiation Facilities are advanced facilities with the world’s best performance used for research in a variety of disciplines using synchrotron radiation, the Institution shall invite and review contract beamline proposals in consideration of providing equal opportunity to use the Specific Synchrotron Radiation Facilities for domestic and overseas users and for all the research fields including industry through transparent procedures. At the same time, the Institution shall see to it that it fully utilizes the capabilities and resources of the Specific Synchrotron Radiation Facilities so that a greater number of high-quality research results are obtained. In addition, the Institution shall coordinate closely with the Government and RIKEN in the conduct of the Selection.

I. Selection Process at the Large Synchrotron Facility (SPring-8)

1. Procedures to Invite and Select Contract Beamline Proposals
1.1 The Institution shall invite contract beamline proposals from the public through the websites and other appropriate means and widely disseminate information at home and abroad. As the need arises, the Institution shall provide technical information and give technical advice for prospective proposers through the websites and other proper channels.

1.2 Contract beamline proposals can be submitted at any time. Submitted proposals are subject to a two-step review process by the Contract Beamline Review Committee, the results of which are discussed at the Selection Committee.

At the first step of the review, the Institution shall request prospective proposers to submit a Letter of Intent and review the scientific and technical aspect of the proposal and necessity for the exclusive use of a beamline.

At the second step of the review, the Institution shall request the proposers to submit a Contract Beamline Installation Plan (hereinafter referred to as the “Installation Plan”), and review the installation details including the budget plan, use project and suitability of installation period based on the use project, maintenance plan, safety control plan, and technical feasibility. At this stage, however, the proposal may be modified through consultation between the Institution and the proposer.

1.3 The Institution shall select proposals based on the Selection Committee discussion results described in the preceding paragraph.

1.4 The Institution shall make the selection results publicly available. The information for the public announcement shall be properly managed in accordance with the “InformationManagement Principles for the Usage Promotion Services at the Specific Synchrotron Radiation Facilities” provided separately by the Institution.

2. Review Criteria for Selecting Contract Beamline Proposals
Contract beamline proposals submitted from a variety of organizations with diverse areas of expertise shall be thoroughly reviewed at the Contract Beamline Review Committee (hereinafter referred to as the “Committee”) based on the Science and Technology Basic Plan and according to the criteria outlined below.

Contract beamline proposals submitted by foreign organizations shall be reviewed according to the same criteria taking into account the balance between international cooperation and competitiveness and the framework for agreements on scientific and technical cooperation between the governments.

2.1 Scientific and technical relevance. (at least one of the following criteria must be fulfilled.):
a) The proposal is cutting-edge and its science and technology field has potential/will contribute to the development of a new research field.
b) Expected research results will contribute to basic research areas and the field of fundamental technology development.
c) Expected research results have significance and potential as industrial base technology.
d) The proposal has social significance and will contribute to the social economy.

2.2 Necessity of using SPring-8 and conformity with the Science and Technology Basic Law and social norms: the implementation of the proposal is appropriate in light of the Law and socially accepted ideas. (e.g., the implementation of the proposal and the use of research results are for exclusively peaceful purposes).

2.3 Technical feasibility

2.4 Reason for the exclusive use of a beamline, validity of installation period, and ability to install, maintain and manage the beamline

2.5 Safety of the experiment

The Committee reviews Letters of Intent with a particular focus on criteria 2.1, 2.2, and 2.4, and Installation Plans with a strong emphasis on criteria 2.3, 2.4, and 2.5.

3. Support for Contract Beamlines and Safety Review of Use Plans
3.1 The Institution shall provide support for contract beamline installation and operation based on the agreement signed between the Institution and the proposer.

3.2 The Institution shall conduct safety reviews of use plans for contract beamlines.

4. Review of Instrumentation, Operation and Research Results; Recommendation for Continuation/Improvement/Removal of Contract Beamlines
4.1 The research conducted at contract beamlines must be cutting-edge as initially planned or more cutting-edge than expected; therefore, it is of great significance to ensure that optimum functionality of contract beamlines is maintained. Since the number of beamlines accommodated at SPring-8 is limited, the Institution may set a time frame in which contract beamlines can be installed at SPring-8, and assess the instrumentation, operation, and research results at the halfway point of its installation period to recommend continuation, improvement, or removal of the beamline.

4.2 Before the expiration of the installation period set forth in the use project, the Institution shall carry out a review on the use of contract beamlines and their existing conditions. The proposer/contractor may request the extension of the use project or submit a new use project to the Institution.

4.3 The Institution may request the proposer/contractor to report on instrumentation, operation, and research results as set forth separately in the agreement signed with the proposer.

5. Achievement of Fairness in User Selection Services
Based on the Article 6, Paragraph (2) of the Institution’s Rules of Service, the principles to ensure fairness of the User Selection Services are set out as follows:

5.1 To ensure fairness, the names of the members of the Contract Beamline Review Committee and the Contract Beamline Special Committee shall not be made publicly available during their term of service, except for the name of the chairs. For the sake of transparency, however, their names will be disclosed after their terms expire.

II. Proposal Selection for Contract Beamlines at XFEL

The basic policies regarding the proposal selection for contract beamlines at XFEL shall be determined as needed in accordance with the guidelines established by the Government and RIKEN and the opinions of the Selection Committee.