This page explains:

^ How to plan your experiment session

If your proposal has been accepted, you will receive an invitation by e-mail from the CRG Liaison Office before your experiment is due to start.

The preparation for proper CRG experiments follows the same procedure as for peer reviewed ESRF experiments apart that the users have to apply for reimbursement, if there is any, directly to the CRG.

^ General information

  • For SAFETY INFORMATION, consult the information web page "Safety Requirements" carefully. 
  • Please consult all details on the preparation of your experiment.
  • Please consult the "Guidelines to Users" and note that ahead of your experiment, you will be requested to go into the ESRF User Portal to do the following:
    • The Principal Investigator will fill and submit the electronic "A-Form" at least 2 weeks before the experiment is due to begin. This will inform the CRG Liaison Office, the Local Contact and the safety. Because of regulations applying to the site, the guardians reserve the right to admit authorized persons only. You will appreciate that these formalities cannot be done at the last minute. Please bring a passport or appropriate identification paper with you. Children under 18 years of age are not admitted to the site. Arrangements for accommodation: as far as possible, bookings will be made for you in the Guesthouse on site. Note that the number of shifts allocated for your experiment includes setting up and dismantling time. You must therefore be ready to leave the beamline at the end of your allocated number of shifts. You must also be aware that you have to use your beam time 24 hours per day.
    • Each User registered on the A-form has to sign electronically the User and Safety Declaration form and performed their User Safety Training in order to be declared in the A-Form prior its submission.

^ Support laboratories

By arrangement, a range of laboratory facilities are available for CRG users on site, please Consult the Support labs dedicated page.

To use a support laboratory, please book during the beamtime application process, through the proposal submission and/or the A-form submission.

^ Visa requirements

Persons of nationality other than that of European Union countries, the USA or Japan are advised that a visa will probably be necessary in order to enter France.

Bear in mind that you must apply for a visa at least one month before your expected departure for Grenoble. If you require a French visa, our Personnel Department can supply you with a special Form called "Protocole d'Accueil d'un chercheur ou d'un enseignant-chercheur étranger". The processing of your request takes at least three weeks at the ESRF, provided you communicate to the CRG Liaison Office the following information: Forename - Surname - Nationality - Date and place of birth - Private address - Position - Employer's name - Employer's address - Dates of the stay - Address during the stay in France - Experiment number (=Proposal ID) - Local contact - Copy of passport in English and Copy of diploma translated in English (minimum : Master's degree).

^ Special medical conditions

If you wear a pace-maker or any ferromagnetic medical aid (prothesis), please contact the Medical Service before you enter the Experimental Hall. The Medical Service is situated opposite the Canteen, and is open Monday to Friday from 08h00 to 12h00 and from 13h00 to 17h00, should you need advice or help.

IMPORTANT: Insurance for the Scientists coming from a European Union Country: Be sure before you leave your country that your have the Forms E.101 and E.128:

  • E.101: Form which certifies that the holder is a payer of National Insurance whilst working outsite her/his country
  • E.128: Community document which demonstrate that the holder is entitled to free or reduced cost medical treatment whilst working temporarily in another EU country
    You will be asked to provide them by the French Social Security in case of illness or (work) accident

^ Upon Arrival

Upon your arrival at the entrance gate, make yourself known to the site security staff. Please bring a passport or appropriate identification paper with you and note that persons under 18 years of age are not admitted to the site. A site badge will be prepared and you will receive an envelope containing your canteen card, instructions for additional safety training, and your Guesthouse key outwith the Guest House Reception opening hours (Reception opening hours: Monday to Friday: 07h00 - 20h00, week-end and public holidays: 07h00 - 12h00).

If you wish to have access to the library outside working hours, please request this when the guardian prepares your site badge.

If you plan to arrive at the weekend or outside normal working hours (working hours: Monday to Friday, 08h00 to 17h00) please pay particular attention to these details, since administrative staff will not be available at these times to help sorting out difficulties.

The telephone and fax numbers of the services referred to are as follows:

Service Location
Telephone
CRG Liaison Office Central Building 04A
+33 (0) 4 76 88 2459/2502/2073
Reception Central Building 03
+33 (0) 4 76 88 2000
Safety Officer Central Building 527
+33 (0) 4 76 88 2369
Computing:  G. Foerstner  Central Building 070
+33 (0) 4 76 88 2826
Site Entrance Gate
+33 (0) 4 76 20 7176
Medical Service ILL 17
+33 (0) 4 76 20 7447
Experimental Hall Operators Sector 30; 0-13
+33 (0) 4 76 88 2525

^ During your experiment

^ Local Contact

A scientist who is familiar with the beamline and instrumental set-up will be available to assist you with your experiment, and can answer any technical questions you may have. Please pay attention to any additional information that he will give you concerning ESRF Safety rules and procedures. Please note that you cannot expect this scientist to be present on site at all times, and in particular after 22h00.  In case of major difficulty, and if your contact scientist is not present on the beamline, you should contact the Experimental Hall Operator who will decide what kind of action can be taken.

^ Data collection and transfer

For your DATA COLLECTION: the ESRF provides visiting scientists with a UNIX account on the NICE system ("NICE account") installed approximately one week before the experiment starts and removed automatically four weeks after the experiment ends.

All details in "Data Collection & Transfer", please note that data will be kept 90 days after the creation date.  Both the account and the data will then be removed by automatic procedures, without prior notice. Be warned!

^ Library access

You are welcome to consult books and periodicals in the joint ILL/ESRF Library, which is on the top floor of the Science Building. You will not, however, be able to borrow documents. Please restrict any photocopies to an absolute minimum.

Library opening hours are Monday to Friday, 08h30 to 17h30. Should you wish to use the library in the evenings and at weekends, please request the guardians at the site entrance when they prepare your badge to allow you access to the library outside hours.

^ On departure

Please return your key to the Guesthouse, and your badges to the site security staff at the gate.

It would be useful for us to have feedback on your stay at the ESRF, so we ask you to kindly return the User Evaluation Form (you will received an automatic email at the end of your experiment).

^ Procedures for Temporarily Importing Samples or Equipment

All visitors bringing material, including samples or equipment to the ESRF, are advised that such equipment or materiel remains entirely the responsibility of the visitors concerned. You have to ensure that any ancillary equipment supplied by you is conform (CE) with the appropriate French regulations and declared to and approved by the ESRF Safety group.

^ A. Samples

If you wish to bring samples in addition to those mentioned on your Proposal Form, you must declare all of them and receive prior approval from the Safety Officer before you bring them onto the site. Radioactive sources are forbidden. Sanctions will be applied to persons who do not respect these rules. All users are required to take an ESRF safety training course before beginning work on the beamline. These trainings are available in the ESRF User Portal.

^ B. Equipment

Users from countries other than France wishing to bring equipment for experiments at the ESRF are required to follow the procedures below:

1. Users from European Union (EU) countries:

Users from institutions or laboratories in European Union member states may temporarily import material for experiments, with no formalities. The material is introduced under the responsibility of the user(s) concerned, and may remain at the ESRF for a maximum period of two years.

2. Users from non-EU countries:

Users from non-European Union countries will need to follow customs clearance procedures for any equipment or samples they wish to use for experiments at the ESRF. There are three possible procedures which, if followed carefully, will ensure that you avoid difficulties and delays.

  1. You intend to bring your equipment/sample with you, and take it back with you: In this case, you must obtain a temporary admission certificate called a carnet ATA, or "Carnet de Passages en Douane for Temporary Admission" (Carnet de Passages en Douane pour l'Admission Temporaire), which can be obtained from the nearest customs agency, World Trade Centre or Chamber of Commerce. On arrival in France, you must declare the goods at the customs who will stamp the "carnet". When you leave France, you must have the certificate stamped again by the customs. Normally no further action will be necessary.

  2. In all other cases where you wish to import and re-export equipment or samples not covered by the previous point, please contact the following shipping company who will make all the necessary arrangements for customs clearance and delivery of your goods:

ZIEGLER France SA
Grenoble Branch
B.P. 4
38950 Saint-Martin le Vinoux
France

Tel: +33 (0)4 76 56 57 12 / 57 15
Fax: +33 (0)4 76 56 57 11

Contact Person: Miss Valerie Brachet

Ziegler will require from you full details as follows:

  • your name, address, telephone and fax numbers;
  • weight, number of packets, nature and value of goods;

Ziegler will advise you of the shipping company to be used, and will tehn take care of all necessary procedures in France.

  • the dates of your proposed visit to the ESRF;
  • other details - e.g. makers's name, series number - as necessar
  • If you wish to import equipment or samples which you do not want to re-export to your home laboratory.

 

  1. You can use the procedure 2.1 or if using an express courier service (DHL, Fedex, ...) you can ask the carrier to deliver this equipment directly to the ESRF and to carry out the necessary customs clearance procedures. Please note that unless one of these three procedures is used, there is a risk of disruption to your work; furthermore the ESRF will not be in a position to help to resolve problems arising. In all cases where costs are incurred by the ESRF for the import, export and maintaining at the ESRF of equipment belonging to users, these costs, together with any necessary additional handling fees, will be charged to the laboratory of the user importing the equipment.

Please note that deliveries to the ESRF by any type of transport service can only be made from Monday to Friday (8:00am to 5:00pm).