Arrival/Experiment

Required Documents

Login to My Page is required for online document submission.

Please submit the required online forms by the designated date via My Page. Please send other necessary forms to the SPring-8/SACLA Users Office by post at the address below by the deadline specified for each document.

[Mailing Address]
SPring-8/SACLA Users Office
Japan Synchrotron Radiation Research Institute
1-1-1 Kouto, Sayo-cho, Sayo-gun
Hyogo 679-5198 JAPAN

Project leaders are required to register project team members participating in the experiment when submitting a research proposal online. If there is a change in the members, please log in to My Page and update the list of project team members on the “Change Project Team Members” page at least 10 days before arrival. To update the list, the user card ID number of the member is required. To find the number, use the Search User link on the page. Please note that if the members have chosen “Do not allow” for their account settings on the User Registration page, their user card ID numbers are not displayed in the search results.

IMPORTANT:
– Incomplete documents or documents submitted after the deadline will not be accepted.
– Users who have not completed radiation worker registration are not permitted to carry out experiments at SPring-8/SACLA.
– The links to List of Carry-In Items (Form 8) and List of Samples, Reagents, etc. (Form 9) are not displayed until after Application Form for SACLA Facilities (Form 10) has been submitted. In case of any change in the online forms after submission, please notify the Users Office via e-mail.

If your nationality cannot be found in the List of Countries and Regions That Have Visa Exemption Arrangements with Japan, you need to obtain a visa to enter Japan. Depending on your nationality, it could take a few months to get a visa. If you need documents necessary for visa application, please fill out and submit the “Information for Visa Application (Form 4)” to the SPring-8/SACLA Users Office as early as possible.

To download the file, click on the icon next to the title of the document.
Adobe PDF format Adobe PDF format MS Word DOC format (Windows) MS Word format MS Excel XLS format MS Excel format
Documents Required of Both Project Leader and Project Team Members
(From April 1, 2014)
No. Title of Document Deadline
5-1 Radiation Worker Application Form
Click here for details.
10 days before the first visit in each fiscal year
Documents Required of Project Leader
Category No. Title of Document Deadline
Pre-Experiment Procecures 9 List of Samples, Reagents, etc.* (Online) 10 days before each visit
10 Application Form for SACLA Facilities* (Online) 10 days before each visit
Information for Consumables (Online)* Before Form 10 is submitted.
Post-Experiment Procedures 11 Beamline Inspection Sheet Before leaving SACLA
12 Beamtime Report* (Online) Before leaving SACLA
26 SACLA Experiment Summary Report* (Online)
(non-proprietary research only)
Download the draft form in MS Word format: MS Word DOC format (Windows)
Within 60 days after each experiment
Publications Database Entry* Within three years from the end of the research term

Any form with an asterisk (*) should be completed and submitted online.

Other Required Documents
Please submit the applicable documents.
Category No. Title of Document Deadline
Proprietary:
Public BL
01-SA-PP1 Proprietary Use Agreement for Public Beamline At the time of proposal application
01-SA-PP2 Proprietary Use Pledge for SACLA Public Beamline
01-SA-PC Request for Change of Research Type/Proprietary Use Agreement for Public Beamline PDF:F01-SA-PP1 Within 60 days after the end of the experiment or fiscal year, whichever comes first
Visa application 4 Information for Visa Application ASAP; depends on nationality
Carry-in items 8 List of Carry-In Items 10 days before
each visit
Stop procedure for radiation worker 5-2 Stop procedure for radiation worker As needed
When the proposed research did not result in a publication. 27 SPring-8/SACLA Research Report
(Form 27-RR format  sample MSWORD:F1-2T )
or Technical journal article
(Need to publish your research result within three years from the end of the research term.)
*29 To register an article of Technical journals that are not included in the journal list, submit an Application for Review of a Technical Journal.
(Form 29 )
Publication Deadline Extension 28 Extension Request Form (Web form) Between three and 12 months prior to expiration of three-year deadline
Publication of Results Publications Database* As needed
Animal Experiments 17-5 Animal Experiment Application Form
(sample  )
Within 2 weeks after the proposal is approved
17-6 Application for Registration as an Animal Experiment Researcher and Letter of Declaration Within 2 weeks after the proposal is approved
17-7 Animal Experiment Report  After the experiment is finished
Experiments Using Microorganisms 19-1 Biological Experiment Plan Within 2 weeks after the proposal is approved
free Safety Instruction Manual
(sample
Within 2 weeks after the proposal is approved
19-2 Biological Experiment Plan – Notification for Changes  As needed
19-3 Transport of Infectious Agents Designated Biosafety Level 2  As needed
19-4 Storage of Infectious Agents Designated Biosafety Level 2  As needed
19-5 Waste Disposal of Infectious Agents Designated Biosafety Level 2  As needed
19-7 Biological Experiment Progress / Completion Report ( sample ) As needed
Genetic Recombination Experiments 20-1 Application for Approval of Genetic Recombination Experiment 
(sample )
At the time of proposal application
20-2 Genetically Modified Organisms Carry In/Out Notification Form
(sample )
As needed
Information Based on the Law Concerning the Conservation and Sustainable Use of Biological Diversity through Regulations on the Use of Living Modified Organisms
(sample )
As needed
20-3 Genetic Modification Experiment (Progress / Completion) Report 
(sample )
As needed
20-4 Notification of Storage of Genetically Modified Organisms 
(sample )
As needed
20-5-3 Application for Genetic Recombination Experiment Worker and Letter of Pledge  Within 2 weeks after the proposal is approved
20-6-3 End of the Engagement in Genetic Modification Experiment 
(sample )
As needed
20-7 (Registration/Deregistration) of Genetic Modification Experiment Worker and Implementation Report on Educational Training 
(sample )
As needed
Experiments Using Radioactive Materials 21 Application and Approval Slip for Bring In Sealed Radioactive Materials  2 weeks before radioactive materials are brought to SACLA
Experiments Using Human Material 23-1 Agreement Concerning Research Using Human Materials  2 weeks before
each visit
23-2 Application Form for the Handling of Human Materials  2 weeks before
each visit
High-Power Laser Systems 24-1 High-Power Laser Use Authorization Application PDF:F24-1_sacla 2 weeks before the installation of laser systems
24-2-2 Laser User Registration Form PDF:F24-2_sacla / MSWORD:F24-2-2
(for Users of Laser Installed)
10 days before the first use/visit
(each fiscal year)
Guidelines for users of laser systems PDF:F24-2_sacla
Before starting experiment
(each fiscal year)
High-Pressure Gas 25 High-Pressure Gas Container Carrying-in Prior Application  40 days before containers are brought into the site.
Visits for
Experimental Setup
(Submit a Form 5-1 as well.)
10 Application Form for SACLA Facilities  10 days before
each visit
9 List of Samples, Reagents, etc.  10 days before
each visit
8 List of Carry-In Items  10 days before
each visit
Visits by Car Vehicle Pass Request 
Note: At the Main Gate, please provide identification together with this request.
As needed

Any form with an asterisk (*) should be completed and submitted online.

Agreement/Rules for Users (At the time of online proposal submission, all applicants are required to agree to this agreement.)
No. Type of Proposal
07_27n Non-Proprietary Proposal: General Proposal 
07_27p Proprietary Proposals: General Proposal / Time-Designated Proposal 
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