Contract Beamline

Installation of Contract BL

Contract Beamline Installation Procedures

Contract beamline proposals are accepted anytime. Submitted proposals are reviewed and selected by the Contract Beamline Review Committee of JASRI based on the procedures below. (Please read Basic Policies Regarding Selction of Contract Beamline Proposals.)

Step 1. Letter of Intent
A letter of intent is used to assess scientific and technical aspect of the contract beamline proposal and necessity for the exclusive use of the beamline. A letter of intent should be no more than six A4 pages in length. Please note that you need to prepare another letter of intent for another beamline with a different light source/optical system. JASRI then reviews submitted letters of intent at the Contract Beamline Review Committee and notifies the proposers of the review results. Once a letter of intent is approved, the approval is valid for three years.

Sample Format

Step 2. Notification of Installation Site
After a letter of intent has been approved, JASRI secures the installation site for the contract beamline after obtaining approval from RIKEN and notifies its proposer of the installation site. The proposer is required to prepare a contract beamline installation plan taking into account the installation site.

Step 3. Contract Beamline Installation Plan
A contract beamline installation plan is used to assess the project details including the budget plan, operation plan, maintenance plan, safety control plan, and technical feasibility. Please include detailed technical data in approximately 20 A4 pages of the installation plan based on the results of technical consultation with RIKEN and JASRI (hereinafter referred to as the “Facility”) and submit it to JASRI within three years of approval of the letter of intent after the budget has been approved. JASRI then reviews the installation plan at the Contract Beamline Review Committee and notifies the proposer of the review results.

Sample Format

Step 4. Contract Beamline Agreement
When the contract beamline proposal is approved after having followed above steps, a Contract Beamline Agreement must be signed between the proposer and the Facility within two years of the approval. The contract beamline installation period is 10 years as a general rule.

Step 5. Documents Required for Installation
Based on the Contract Beamline Agreement, the proposer is required to follow the procedures outlined below:

a) Application for Commencement of Installation
Please submit an application for commencement of installation to the Facility. The Facility approves the application after receiving permission from the Ministry of Education, Culture, Sports, Science and Technology (MEXT) regarding the radiation facility modification.
b) Contract Beamline Installation Progress Report
Please submit quarterly installation progress reports to the Facility.
c) Contract Beamline Completion Report
d) Documents Required for Safety Control

Step 6. Completion of Installation
After completion of contract beamline installation, the newly installed beamline must undergo a pre-operation inspection by the Safety Office of the Facility and a pre-use inspection by the MEXT before commissioning.

Step 7. Start of Operation
Before performing experiments, please submit a letter to the Facility to notify the commencement of contract beamline use. For instructions on how to submit use plans, please click here.

Step 8. Interim Review
At the halfway point of the installation period, an interim review is conducted to assess the instrumentation, operation, and research results and decides if the beamline has been operated as initially planned. The review consists of two parts: screening of the report submitted by the proposer and presentation session. The results will be one of the following: a) “Continuation” to permit the beamline use for the remaining installation period, b) “Improvement” to request the improvement of the beamline, and c) “Removal” to recommend the removal of the beamline.

Step 9. Requests to Be Made One Year before Expiration of Installation Period
One year before the expiration of the installation period, please request approval for the extension of the installation period, renewal of the agreement, or removal of the beamline.

a) Removal of Beamline
To remove the beamline after the termination of the agreement, please express intention to remove the beamline, and submit a Contract Beamline Removal Plan, which will undergo a technical review. After the beamline has been removed, please submit a Contract Beamline Removal Completion Report and a report of research results, and undergo a post-implementation review.

b) Extension of Installation Period
If you wish to extend the current project, please request the extension of the installation period; and the Facility reviews the reason for requesting the extension. Please note that the extension period should not exceed five years and at the end of the extension period, the beamline must be removed.

c) Renewal of Contract Beamline Agreement
If you wish to undertake a new contract beamline proposal for the next phase using the existing beamline, please request the renewal of the agreement, and submit a report of current operation / proposal results and a new operation proposal plan, which will be subject to review. If the new proposal is approved, the agreement will be renewed. Generally, the additional installation period is up to 10 years.

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Modification of Contract Beamline

If you wish to make a modification on the optics hutch / the experimental hutch or a major change which may affect the usability of the Storage Ring after the completion of the installation, please submit a Contract Beamline Modification Plan in advance. The submission of the modification plan is not necessary in the case of minor changes; but close consultation with the Facility is required before making a modification. Please note that you may be requested by the Safety Office to submit additional documents required for safety control. For details, please contact the Safety Office of the Facility.

Instructions during Installation

[Required Registration]
User Registration/Radiation Worker Registration
Installation members must complete user registration and radiation worker registration in that order. Please note that members without registration are not allowed access to the SPring-8 facilities.

Application for Beamline Interlock Key/Work in Machine Tunnel
An interlock key box is mounted on the main control panel placed at each beamline. Please register one staff member for each beamline, who borrows the key to open the key box. The registered key keeper and those who work in the optics hutch are required to receive instructions from the equipment manager in advance. To work in the machine tunnel inside the experimental hall, each member must apply for approval for work in the machine tunnel and obtain approval from the Safety Office.

[Required Documents]
List of Installation Group Members
Each Contract Beamline Office is required to submit a list of installation members detailing the name, affiliation, user ID number of all members to the Users Office, so that all the members can receive their user card, visitor’s pass, and cafeteria card at the time of visit. In case of any change in the list, please submit the revised list.

Radiation Worker Application Form (for SPring-8/SACLA Users and Regular Stay Constractors)
Please submit this form to complete radiation worker registration.

Application Form for SPring-8 Facilities
When installation members plan to visit SPring-8, please submit this form as needed to the Users Office at least 10 days in advance of the visit.

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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 “Information Management 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.

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Sample Format for Letter of Intent

1. Name of beamline

2. Name of organization and name of the proposer (affiliation, contact address, phone, fax e-mail)

3. Research summary
1) Purpose (incl. necessity to use the beamline exclusively)
2) Overview
3) Present situation at other synchrotron radiation facilities in Japan and abroad

4. Desired Light Source
1) Type of light source and availability of polarization
2) Energy region
3) Other (e.g. stability)

5. Optics Overview (Attach a conceptual diagram.)

6. Nature of Light at Sample Location
1) Energy region
2) Energy resolution
3) Beam size
4) Angle of divergence
5) Number of photons (/second)
6) Beam stability
7) Other

7. Experimental Station Overview (Attach a conceptual diagram.)

8. Construction group members (name, affiliation, age, assigned task of members participating in the construction of beamline)

9. Progress of budget planning

10. Construction schedule

11. Other (safety-related matters)
1) Name of reactive gas, if any
2) RI samples, if any (e.g. sealed/unsealed, types of RI samples)
3) Name of other samples that require careful handling, if any
4) Other (use of special equipment such as a strong magnetic field generator, if any)

12. It is deemed appropriate that the Facility be responsible for the management and maintenance and the safety management of all the contract beamline: please tell us your views.

Sample Format for Installation Plan

1. Name of beamline
If the name has changed, please write the old name in the parentheses.

2. Name of organization and name of the representative (affiliation, contact address, phone, fax e-mail)
The representative will be responsible for the agreement with the Facility concerning the contract beamline plan after the approval is given; please write the name of the representative who has the right to represent the organization. As for the contact point, please write the name of person who is in charge of design and construction of the beamline and the consultation with JASRI.

3. Research summary
1) Purpose (incl. necessity to use the beamline exclusively)
2) Overview
3) Present situation at other synchrotron radiation facilities in Japan and abroad

4. Light Source
1) Type of light source and availability of polarization
2) Energy region
3) Other (e.g. stability)

5. Front-end (Attach a conceptual diagram.)

6. Optics (Attach a conceptual diagram.)

7. Nature of Light at Sample Location
1) Energy region
2) Energy resolution
3) Beam size
4) Angle of divergence
5) Number of photons (/second)
6) Beam stability
7) Other

8. Experimental station (Attach a conceptual diagram.)
Items 3. to 8. should be specified based on the original plan reflecting the results of consultations with JASRI and the budget planning.

9. Devices and equipment in Experiment Preparation Room/Sample Preparation Room
A experiment preparation room and a sample preparation room are provided for each contract beamline. Please write the devices and equipment that you plan to keep in these preparation room.

10. Construction group members
Name, affiliation, age, assigned task, experience if any. Please be sure to write the member who will be responsible for the set-up and adjustment of the beamline at SPring-8.

11. Technical advice that you expect from the Facility regarding the design and construction
Please reflect the JASRI’s comments to the letter of intent and the results of consultations with the Facility.

12. Design/construction schedule
List the main monthly or quarterly events.

13. Estimated construction budget and prospect for obtaining the necessary budget
Please indicate that you can implement the budget promptly when the plan is approved.

14. Safety management scheme
Ideas, manpower planning, budget planning, requests to the Facility

15. Management and maintenance scheme
Ideas, manpower planning, budget planning, requests to the Facility

16. Use scheme
List the specific research proposals or plans that you plan to conduct after the completion of the beamline, together with the manpower planning, budget planning, and requests to the Facility. If you plan to use RI samples (sealed/unsealed), reactive gas, or chemicals that require careful handling, write the name and quantity of the samples and safety measures.

17. Comments and suggestions
e.g. The necessity to install the beamline at SPring-8.

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