Documents

Radiation Worker Application Form For All Users
Radiation Termination Form (Of applicable)

All SPring-8/SACLA users are required to be registered as radiation workers at RIKEN Harima Campus on a fiscal year basis (from April 1 to March 31 of the following year). Please note that you are not permitted to carry out experiments at SPring-8/SACLA unless registered as a SPring-8/SACLA radiation worker.

To complete your registration, you must submit this Radiation Worker Application Form by posting at least 10 days before your visit and if there is no flaw information in your application, you will attend RIKEN Harima Radiation Safety Training (required by the Japanese law) upon arrival at SPring-8/SACLA. Then after that you will be finally registered as the radiation worker.

Once registered, submission of this form is not required for return visits within the same fiscal year. If your affiliation is changed during the fiscal year, you are required to terminate the registration and re-register; please submit a “Registration Termination Form” and a new Radiation Worker Application Form without delay.

[How to apply for the form]
Go to the following Website (Registration of Radiation Worker), complete the form with all the necessary information and appropriate signatures and submit it to “SPring-8/SACLA Users Office” by postal service ( Not accept PDF copy of the form. ) at least 10 days before your visit to SPring-8/SACLA.

Registration of Radiation Worker* : https://harimariken01.spring8.or.jp/english/workers_reg_select.php
* Select “Visitors or others not affiliated with RIKEN”.

Please refer to the Frequently Asked Questions (FAQ).

[!! IMPORTANT NOTE !!]
Radiation Worker Application Form must be submitted by 10 days prior to your visit. If it is not in time for the deadline, you are not allowed to take safety training on the expected date. Before you send out your Radiation Worker Application Form, please be sure to check the following points carefully.

  • 3 supervisor’s signatures (one on upper right and two on bottom)
  • The signatures must be handwriting(autograph) after PDF file is “printed out”.
    Electric signature is not acceptable.
    Application Form sample : http://user.spring8.or.jp/ui/wp-content/uploads/RW_sample_e.pdf
  • Submit the original form with the signatures. We will not accept a scan or photocopy.
  • If your home organization is in Japan, please place the seal on three columns of 印/職印. Signature is Not acceptable.

Signature of Radiation Protection Supervisor
Obtain the signature of your radiation protection supervisor*, who is responsible for managing and ensuring records of your radiation dose history, radiation safety training sessions and medical examinations for radiation workers, and check the appropriate box.
*A radiation protection supervisor must have a suitable qualification and be designated by your home organization.

Contact
◇ Submission & Questions
SPring-8/SACLA Users Office, JASRI
Address : 1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5198 JAPAN
email : uoffice@spring8.or.jp

◇ Questions regarding Information Required on Radiation Worker Application Form
Front desk of the radiation control office at the Safety Center.
email: radiationsafety@spring8.or.jp

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List of Carry-In Items: Form 8 (project leader)

When you need to bring in large experimental instruments for your experiments at SPring-8/SACLA, please log in to My Page and submit online a “List of Carry-In Items” (Form 8) at least 10 days before the items’ arrival at SPring-8/SACLA. Note that users are not permitted to bring in any dangerous or regulated items that may pose potential safety hazards.

Note: Before submitting the “List of Carry-In Items”, you must submit an “Application Form for SPring-8/SACLA Facilities” (Form 10). Please notify the SPring-8/SACLA Users Office of any changes via e-mail if you need to modify any details after submitting your “List of Carry-In Items”.

Door-to-door delivery

When you send your instruments to SPring-8/SACLA via delivery service, please arrange to receive these items yourself. Alternatively, if you are unable to receive them personally, you may send them in care of the SPring-8/SACLA Users Office of JASRI. In this case, please write your name and Beamline Number on the mailing label as follows.

Attn.: Name (of the user receiving the package), Beamline Number,
         c/o SPring-8/SACLA Users Office, JASRI
To : 1-1-1 Kouto,Sayo-cho, Sayo-Gun Hyogo
      679-5198 JAPAN
TEL : +81-(0)791-58-0961

< Notes (applicable to both domestic and overseas deliveries) >

  1. JASRI cannot be held liable for any delivery problems. Users are responsible for all costs associated with delivery.
  2. Items can only be delivered during office hours (weekdays, 9:00-17:00) in care of the SPring-8/SACLA Users Office.
  3. JASRI cannot be held liable for any lost or damaged packages/parcels. Please note that there are no special preservation equipments (e.g., cool storage) in SPring-8/SACLA Users Office.
  4. On the mailing label, please provide the receiver’s cell phone number where the receiver can be reached at all times.
  5. Do not send expensive, bulky or heavy items, or confidential documents to the SPring-8/SACLA Users Office. Such packages/parcels must be sent to and received by the receiver directly.

< Shipping items from/to overseas >

  1. Receiving items from overseas and shipping items overseas may require a customs clearance procedure. It is recommended that you consult the delivery company when you are sending or receiving internationally.
  2. If you plan to ship your items to overseas, you must make all arrangements by yourself including packing, attendance at picking-up and other arrangements with logistic companies. In addition, it is necessary to prepare an Invoice and a Packing List for the import/export.
  3. If you have any questions about the delivery of items, please contact the SACLA Users Office beforehand. Note in advance that your request may not be approved depending on the contents.

< Reference information for sending and receiving items from overseas: general information on the customs clearance procedure, etc. >
Have you completed the procedure associated with customs duty? e.g., ATA Carnet
Have you checked that items do not contravene the Washington Convention?
Are items prohibited from importation included?
Are items on which import restrictions are imposed included?

Application for Equipment Installation: Form 8-1 (project leader)

To bring in experimental equipment and/or peripherals to be used and kept in SPring-8 for a period spanning more than one research term for the conduct of your proposed research, prior approval by the RIKEN and the JASRI is required. Please download a From 8-1 from the Required Documents page, provide all required information, read and agree to the “Terms and Conditions for the Equipment Brought in to SPring-8” and submit it to the Users Officeat least 10 days before the equipment is brought into SPring-8. If you wish to install the equipment for more than two research terms (one year), you need to re-apply. When your application is rejected, it will be treated as Form 8.

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The Text of Safety in Chemical Experiments.

This text provide, in order to ensure the safety of research conducted at SPring-8/SACLA, health and safety knowledge and the rules for the facility users engaged in chemical experiments.
Manual for handling chemicals (second edition)

List of Samples, Reagents, etc.: Form 9 (project leader)

This “List of Samples, Reagents, etc.” is used to manage experimental samples during the period of their use. Please log in to My Page, and submit this form online at least 10 days before the samples are brought into SPring-8. Please provide the name (define abbreviations and symbols), state/figure, qty & unit (SI), hazards, purpose of all the samples (incl. solvents and gases used for cleansing or storage), prevention of hazards and risk level. Please see the following link for details of Risk Assessments: https://user.spring8.or.jp/?p=15247&lang=en. Please check the box for “No Accompanying Samples or Reagents” if no samples are to be brought into SPring-8. If any question arises regarding the safety of samples listed in the form, the SPring-8 Safety Office will contact and ask the project leader to provide necessary information. Please note that users who bring hazardous materials into SPring-8 must report to the Beamline Scientist upon arrival at SPring-8 and receive safety instructions, especially on the use of the chemical cabinet.

Important: The link to this form is not displayed until after the “Application Form for SPring-8 Facilities” (Form 10) has been submitted.

Application Form for SPring-8 Facilities: Form 10 (project leader)

Please log in to My Page and submit an “Application Form for SPring-8 Facilities” online at least 10 days prior to your arrival to make visit arrangements for the project leader and team members. On this form, please provide the expected receive/return dates of user card and dosimeter and the expected Guest House check-in/check-out dates. When the reservation is already made for another experiment or there is no need for reservation, check the box for “NO NEED FOR GUEST HOUSE RESERVATION.” For team members who are not coming to SPring-8, check the box for “Off the list.”

Note: When two or more experiments are scheduled during the same period, submit this form for each experiment.

Important: The links to “List of Samples, Reagents, etc.” (Form 9) and “List of Carry-In Items” (Form 8) are not displayed until after “Application Form for SPring-8 Facilities” (Form 10) has been submitted. In case of any change in the online forms after submission, please notify the Users Office via email.

Beamtime Report: Form 12 (project leader)

Please report to JASRI the amount of beamtime actually used and the quantity of liquid He/He gas provided by JASRI for each visit with this form. Based on this report, the resulting user fee is determined. Please write your requests and suggestions for improvement, and advice to other users as well. As the general rule, these requests and feedbacks will be posted on the Beamtime Report Search.

Experiment Report: Form 14 (project leader) Until 2011A

Project leaders must prepare an experiment report summarizing the analytical results obtained from a series of experiments performed at SPring-8. Please log in to My Page and submit it online within 60 days after completion of experiment. Please provide the report title, first author, co-authors, body including purpose of the experiment and summary of the results (attach images), type of publication, journal title, and expected date of publication. If it is not clear when you publish your results, check the box for “Not Planned” and provide the reason and/or the tentative plan. Otherwise, the report may not be submitted.

The submission of the experiment report is required for your research to be considered non-proprietary. Unless you submit your experiment report by the deadline, you will be required to pay the amount equal to proprietary beamtime fee. Please note, even in this case, you are not exempt from submitting the experiment report.

Two weeks after the deadline for all experiment report submissions (60 days after the end of each research term + two weeks), submitted experiment reports will be incorporated into the experiment report database with search capabilities and made available on the UI site.

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Experiment Summary Report: Form 26 (project leader) From 2011B

Project leaders must prepare an experiment summary report summarizing the analytical results obtained from a series of experiments performed at SPring-8. Please log in to My Page and submit it online within 60 days after completion of experiment. Please provide the report title, first author, co-authors, body including purpose of the experiment and summary of the results (attach images), type of publication, journal title, and expected date of publication. If it is not clear when you publish your results, check the box for “Not Planned” and provide the reason and/or the tentative plan. Otherwise, the report may not be submitted.

For instructions on how to fill out the online experiment summary report, click here.

Please note that for your research to be considered non-proprietary, you are required to publish your results obtained through the use of SPring-8 in refereed journals (or equivalent) with proper acknowledgement and register the published works with the SPring-8 Publications Database within three years from the end of the research term.

Two weeks after the deadline for all experiment summary report submissions (60 days after the end of each research term + two weeks), submitted experiment summary reports will be incorporated into the experiment summary report database with search capabilities and made available on the UI site.


【Procedure for Biological Experiments】

The Text of Safety in Biological Experiments.

This text provide, in order to ensure the safety of research conducted at SPring-8/SACLA, health and safety knowledge and the rules for the facility users engaged in biological experiments.
Manual for biological experiments (second edition)

[Animal Experiments]

If you wish to bring live animals (mammals, birds and/or reptiles) into SPring-8 for your experiments, prior approval is required. Please contact any of the following supervisors in advance:

Animal Experiment Supervisor: Naoto YAGI

Animal Experiment Deputy Supervisor: Keiji UMETANI

Experimental Animal Facility Manager: Hiroyuki IWAMOTO

For details about procedures required for animal experiments or necessary steps to bring live animals into SPring-8, please click here.

Animal Experiment Application Form: Form 17-5 (chief animal experiment researcher)

The chief animal experiment researcher (he or she does not have to be the same person as the project leader) must provide information about animals used for the experiment, experiment method and disposal method on an “Animal Experiment Application Form” and submit it to the Users Office within two weeks after the notification of proposal approval. When more than one experiment is conducted under the same proposal, a new set of application is not required for each experiment.

Application for Registration as an Animal Experiment Researcher and Letter of Declaration: Form 17-6 (animal experiment researcher)

A user participating in the animal experiment needs to have completed registration as an animal experiment researcher, which requires education and training, medical check-up, and relevant documentation. Please make sure to submit an “Application for Registration as an Animal Experiment Researcher” well in advance.

Animal Experiment Report: Form 17-7 (chief animal experiment researcher)

Immediately after the experiment, the chief animal experiment researcher is required to provide the progress of experiment and when and how many times the experiment was conducted on an “Animal Experiment Report” and submit it to the Users Office.

[Experiments Using Microorganisms]

Biological Experiment Plan: Form 19-1 (project leader)

Prior approval is required for experiments using microorganisms: namely, bacteria, viruses, fungi, parasites, infectious nucleic acid, plasmids, etc., or materials that are contaminated with such microorganisms. If you wish to use microorganisms for your experiment, please send a “Biological Experiment Plan” to the Users Office by post within two weeks after the proposal is approved. For more details about experiments using microorganisms, click here.

[Genetic Recombination Experiments]

Application for Approval of Genetic Recombination Experiment: Form 20-1 (project leader)

Prior approval is required for genetic recombination experiments defined by the “Law concerning the Conservation and Sustainable Use of Biological Diversity through Regulations on the Use of Living Modified Organisms.” If you wish to conduct genetic recombination experiments, please send an “Application for Approval of Genetic Recombination Experiment” to the Users Office by post within two weeks after the proposal is approved. For more details about genetic recombination experiments, click here.

[Experiments Using Radioactive Materials]

If you wish to bring into SPring-8 sealed radioactive materials with an activity not exceeding the maximum allowed by law, prior approval by the Safety Office Manager is required. Please submit all the necessary documents to the Users Office by the designated date.

Application and Approval Slip for Bring in Sealed Radioactive Materials: Form 21 (project leader)

If you wish to bring radioactive materials into SPring-8, please send an “Application and Approval Slip for Bring In Sealed Radioactive Materials” to the Users Office by post at least two weeks before they are brought into SPring-8. Please contact and consult with the Safety Office in advance seeking the approval of the Safety Office.

[Experiments Using Human Material]

Human materials refer to tissues, organs, cells, blood (whole blood and blood component) and other body fluids from living and dead bodies (excl. specimens and research materials that are commercially available).

To use such human materials at SPring-8, prior approval is required. Please send the following forms to the Users Office by the designated date. If you think your samples may be infectious, please also send a “Biological Experiment Plan” (Form 19-1). For details about experiments using human materials, click here.

Agreement Concerning Research Using Human Materials: Form 23-1 (project leader)

Please certify that the project leader’s organization has approved the use of human materials for research at SPring-8 with an “Agreement Concerning Research Using Human Materials.”

Application Form for the Handling of Human Materials: Form 23-2 (project leader)

Please certify that the human materials have been obtained from the organization in charge of the management of human materials through appropriate procedures and the research use of the human materials has been approved by the organization by submitting an “Application Form for the Handling of Human Materials.” Please also appoint the manager responsible for handling human materials at SPring-8. Please note that the submission of this form is required of each organization in charge of the management of human materials.

[High-Power Laser Systems]

Procedures Required for the Use of Laser Systems

If you wish to use high-power laser systems (Laser) in order to carry out experiments at SPring-8, please observe the following procedures.
<Notes>
・Form 24-1: Public and Contract Beamline Users are applicable.
・Form 24-2-2 and “Guidelines for Users of Laser Systems”: Only Public Beamline Users are applicable.

1. To temporarily bring in the Laser to carry out experiments at SPring-8,
– The project leader is required to submit a High-Power Laser Use Authorization Application [Form 24-1] to the Users Office by post at least two weeks before the Laser is brought into the site. (Form 24-1 is required every time you bring in the laser.)
– All users operating the Laser must receive safety training by the project leader.

2. To carry out experiments using the laser system installed in SPring-8,
– All users operating the laser system are required to submit a Laser User Registration Form (for Users of Laser Installed in SPring-8/SACLA) [Form 24-2-2] to the Users Office by post at least 10 days before the use of the laser system or 10 days before visiting SPring-8. (Once registered, submission of this form is not required for return visits within the same fiscal year.) The User who has submitted the Form 24-2-2 must receive operation and safety training by JASRI.
– Even if you have submitted a Laser User Registration Form, laser user registration is not complete until you have received laser safety training.
All of the following two conditions must be met for you to be approved by and registered with JASRI as a laser user of brought in laser or the synchronized laser system (laser user registration):

a. Submit a Laser User Registration Form
b. Receive operation and laser safety training by JASRI

– Laser user registration is valid through the end of the fiscal year. Therefore, once registered, the above procedures are not necessary for the rest of the fiscal year.
* To use the synchronized laser system, all users (project leader and project team members) are required to submit a Laser User Registration Form (as a general rule). The form is not required of users who do not enter the experimental hutch (laser controlled area).

3. Important Notes,
– Please note that a High-Power Laser Use Authorization Application (Form 24-1) is required each time you bring in the laser.
– If you wish to use both the brought in laser and the synchronized laser system, you need to follow all the procedures explained in 1. To temporarily bring in the Laser to carry out experiments at SPring-8 and 2. To carry out experiments using the laser system installed in Spring-8.

Category Procedure Deadline Project
Leader
Project
Team
Members
1. To temporarily bring in the Laser to carry out experiments at SPring-8 24-1 High-Power Laser Use Authorization Application *1 2 weeks before the installation of laser systems
Laser safety training by project leader The project team member must receive safety training by the project leader.
2. To carry out experiments using the laser system installed in SPring-8 24-2-2 Laser User Registration Form (for Users of Laser Installed) 10 days before the first use/visit (each fiscal year) *2
Operation and laser safety training by JASRI *2

*1 Required every time you bring in the laser
*2 To use the synchronized laser system, all users (project leader and project team members) are required to submit a Laser User Registration Form (as a general rule). The form is not required of users who do not enter the experimental hutch (laser controlled area).

Guidelines for Users of Laser Systems

The guidelines for users who bring in and/or use high-power laser systems at SPring-8 or SACLA are as follows:

[Definition]
Laser is defined as laser systems of Class 4, Class 3 and Class 3R lasers specified by IEC 60825-1 standard.

[Laser Supervisor]
1. In order to manage the use of the Laser,
a. when SPring-8 or SACLA users temporarily bring in the Laser to carry out experiments at SPring-8 or SACLA, the project leader shall be appointed as the Laser Supervisor, and
b. when SPring-8 or SACLA users carry out experiments using the Laser installed in SPring-8 or SACLA, users of the Laser shall follow the instructions of the Facility Laser Supervisor.
2. To bring in the Laser, the Laser Supervisor shall submit a Form 24-1 (Laser Use Authorization Application) to the Director of JASRI Safety Office via SPring-8/SACLA Users Office. To use the Laser installed in SPring-8 or SACLA, the users of the Laser shall submit a Form 24-2-2 to the Director of JASRI Safety Office via SPring-8/SACLA Users Office.
3. The Laser Supervisor shall manage the Laser to be brought in to SPring-8 or SACLA, safety device attached to the Laser and the protective gears.
4. Users of the Laser shall receive laser safety training from the Facility Laser Supervisor. The Laser Supervisor and users of the Laser shall confirm and sign the Guidelines for Users of Laser Systems.
5. In the case of laser hazards or possible laser hazards, the Laser Supervisor shall report to the Director of JASRI Safety Office immediately.

[Required Safety Measures]
The Laser Supervisor shall make sure that the following safety measures are in place when submitting a Form 24-1.

(Class 3R)
1. A laser controlled area must be established and a warning sign must be posted around the area.
2. The performance of the Laser to be used and the operating and safety instructions must be posted at the entrance of where the Laser is installed.
3. Laser protective eyewear must be worn.
4. Locate the laser beam path well above or below the eye level of any sitting or standing observers. A solid stray beam shield must be securely mounted to prevent accidental exposure to the laser beam.
5. There must be a master key-switch on the laser control panel.
6. There must be a warning light to indicate that the laser is in operation or ready for operation.

(Class 3B, Class 4)
In addition to the safety measures for Class 3R lasers,
1. There must be a “Panic Button” (switch or equivalent device) to quickly deactivate the laser.
2. Lasers must be equipped with a beam shutter that covers the aperture.
3. Doors to the laser controlled area must be provided with safety interlocks.
4. Beam path must be terminated with a non-reflecting, fire-resistant backstop.
5. Please contact the Safety Office after the installation for the test of the interlock.

[Eye Examination]
The Laser Supervisor and users of the Laser shall receive a baseline eye examination (cornea, lens, and ocular fundus tests) before laser use and at least once a year thereafter.

Safety Office
Japan Synchrotron Radiation Research Institute (JASRI)

High Pressure Gas Containers

High-Pressure Gas Container Carrying-in Prior Application: Form 25 (project leader)

If you wish to bring high-pressure gas containers into the Storage Ring Building (incl. Storage Ring Annex West and RI Laboratory), please fill out and send a “High-Pressure Gas Container Carrying-in Prior Application” to the Users Office by email, fax, or post at least 30 days before the start of the cycle to complete administrative procedures.

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