Preparing your experiments

Preparing for your experiments		Last modified 2011-08-25
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Beamtime allocation
If your proposal is approved, the applicant (spokesperson) will receive a "Request for Beamtime" form from the person in charge of the station at least two months before the beam time starts. Please be sure to return it before the deadline, otherwise the beam time will not be allocated. The allocation of beamtime will be decided by the Beamtime Allocation Committee and the spokesperson will be notified not less than six weeks before the beamtime.

Proposals with higher scores have the higher priority for allocating beam time. Thus those with lower scores may not get enough beam time. In such cases you can re-apply the revised proposal so as to get higher score. But you have to invalidate one of them once the new application is approved.

Documents to be submitted
The new User Support System has been effective from the 1st of March 2007 and submission of forms, reservation of the dormitory also should be done using this system.
Firstly, please fill out and submit "User Registration" in the menu of "User Entry Procedures". When it is accepted, a temporary password will be sent to you by Email. Then, you can login to the system to submit various forms and to make reservation of the KEK dormitory. The temporary password is valid for 48 hours, please change the password by yourself.

Following documents necessary for your experiments at the PF should be submitted through the User Support System. User registration to the system is for the submission of Form 3. Form 9 and Form 10 should be printed out through the system and mailed to our office.

Name in the new system	Previous name	Person to fill out	Notes
Letter of Agreement for Experiments	A letter of agreement (Form 1)	Spokesperson	It is required when the proposal is accepted.
Application Form for Radiation Work at KEK	Application form for radiation work at KEK(Form 9)	Spokesperson	These are required both at the time when the proposal is accepted and at the beginning of every fiscal year (April). For Category G Users, whose proposals become active in October, submissions are required three times although the validity term is two years. These documents are also required when new members join your group.
User Registration (You don't need to submit any forms for this. It means the user registration with this User Support System.)	A letter of agreement (Personal Information) (Form 3)	All members
Statement of Acceptance (Radiation Safety)	Certificate of acceptance for radiation work (Form 10)	All members
Declaration of Introduction of samples/chemicals into the Photon Factory		Spokesperson	Before each beamtime, you have to declare them in advance. This form must be submitted for every beamtime at least two weeks before the allocated beamtime.
Declaration of the intended use of heating devices		Spokesperson	When you plan to use any form of heating device at the Photon Factory, this declaration must be submitted at least two weeks prior to use. You will not be able to use such devices unless you have submitted this form. [More details]

Mail To:

Photon Factory (PF) Office
Photon Factory, Institute of Materials Structure Science
High Energy Accelerator Research Organization
1-1, Oho, Tsukuba-shi, Ibaragi-ken, 305-0801
Tel +81-(0)-29-864-5635
Fax +81-(0)-29-864-2801
Email: pf-office@pfiqst.kek.jp

Accommodations
1. KEK on-site Dormitory
Users can use the on-site Dormitory ( #18 in KEK MAP), which has 72 single rooms with bathroom and 131 single rooms without bathroom.
Lodging fees have been changed since October 1, 2006.

(per night per person)	From Oct.1, 2006
Single room with bath and toilet	2,000 yen
Single room without bath, toilet	1,500 yen

2. Users Office
Users Office is located in the KEK International Center and the office hours are 9:00-17:00, from Monday through Friday except for National Holidays and from December 28 to January 4.

Contact

Users Office
1-1 Oho, Tsukuba, Ibaraki 305-0801, Japan
KEK International Center
TEL: +81-(0)-29-879-6135, 879-6136
FAX: +81-(0)-29-879-6137
E-mail: users.office@post.kek.jp

3. How to make KEK on-site dormitory reservation
All reservation will be arranged from 45 days prior to the first day of your stay and you can reserve the dormitory room using the User Support System.

Those who presently have the position in a public or private university, or a national research institute in Japan will be paid for travel and staying expenses according to the rule of KEK. You can also apply to it with the User Support System.

4. Cancellation or Change of the room reservation
When you need to change or cancel your reservation, please notify to Users Office as soon as possible with the confirmation number.

5. Visa Applications
Foreigners entering Japan in principle need first to obtain a visa from a Japanese embassy or consulate in your own countries. However, if your country has a reciprocal visa exemption arrangements with Japan, you do not need a visa as long as your purpose is certain (such as research/study, giving a lectures in conferences, attending meetings/conferences) and the period is within the designated limit.
If you find that you need a visa for entering Japan, please contact with your Contact Person in Japan in advance.
Regarding the list of countries that have visa exemption arrangements with Japan and the further datails, please refer to the Ministry of Foreign Affairs Official Web Site http://www.mofa.go.jp/j_info/visit/visa/index.html.