For Accepted Proposals
Submission and Contact Information
Mail to： UVSOR Office, Institute for Molecular Science, 38 Nishigonaka, Myodaiji, Okazaki 444-8585, Japan
Submission in person to： Joint Research Building C204 (next to Joint Researcher’s Lounge) Joint Research Section Office
Mail to：uvsor[at]ims.ac.jp
TEL：0564-55-7402, 7411
| Reservations for Our Organization’s Accommodations | Once your machine time has been scheduled, please make a reservation if you wish to stay at our organization’s accommodation facilities. Reservations for the first half of the year (April through the end of September) will open at the end of February, and reservations for the second half (October through the end of March of the following year) will open at the end of August. We will announce these dates via UVSOR News and on our website. ・Accommodation facility details ・Instructions for the accommodation reservation system ・About the online payment process ・Accommodation Reservation System ・You can use online payment for reservations made at least two weeks in advance. ・You can now pay by credit card at the counter. The cards accepted at the counter are Visa, Mastercard, and Diners. |
| Submission of the Certificate of Approval for Radiation Work (Form No. 4) (Required) | All UVSOR users (including undergraduate students) must be registered as radiation workers with their home department and must submit the original copy of the “Certificate of Approval for Radiation Work.” Please ensure that the certificate bears the official seal of the representative and the radiation safety officer, and submit it to the UVSOR Office at least two weeks prior to your scheduled machine time. If the certificate is not submitted or is submitted at the last minute, an access card cannot be issued, and you will not be able to enter the experimental hall of UVSOR. If you wish to add a co-researcher after facility use has been approved, please promptly submit the “Radiation Work Authorization Form” for the added individual as well. If the submission is unavoidably delayed, please contact the IMS Safety and Health Management Office (ray[at]ims.ac.jp). Certificate of Approval for Radiation Work Documents Download Important notes for preparation ・We cannot accept applications if the “Period of Use (scheduled first visit date for the current fiscal year)” is a past date, or if the date in the upper right corner of the document (your organization’s approval date) and the “scheduled visit date” are the same. ※The dates should be in the following order: [Date of approval by the affiliated institution (top right)] –> [Date documents were mailed to the Institute for Molecular Science] –> [Scheduled visit date]. ・Please verify that there are no discrepancies between the official seal and the organization name, or between the organization name and the individual’s title (position). When undergraduate students visit the institute as part of a joint research program, the institutional name is typically “University of XX, School of YY,” and the official seal should bear the name of the Dean or a person holding a position of equal or higher rank. For graduate students, the institutional name is typically “University of XX, Graduate School of YY” and the official seal should bear the name of the Dean of the Graduate School or a person holding a position of equal or higher rank. Flow chart |
| Discussion with the beamline staff | If UVSOOR needs to make any preparations (such as liquefied helium), please coordinate with the beamline staff regarding the status of the beamline equipment and other matters approximately one month in advance (or at least two weeks in advance). Beamline staff list |
| Visitor registration | For more details, click here As a general rule, our organization does not issue travel authorization forms or similar documents for visits related to joint research or facility use. Please complete the necessary travel or training procedures through your home institution. |
| Travel expense reimbursement (if necessary) | Please be sure to submit this form if you are claiming travel expenses. If you have already submitted this form, you do not need to resubmit it; however, please resubmit it if there have been any changes to your department, bank account, or other details. Documents Download |
| Applications for Undergraduate Student Placements (if necessary) | Undergraduate students may be recognized as research (experimental) assistants only if it is deemed genuinely necessary for educational purposes and provided that such presence does not interfere with joint research. The following conditions apply when undergraduate students serve as research (experimental) assistants: 1. Undergraduate students must perform research (experimental) assistance under the supervision of their academic advisor from the relevant university. 2. They must comply with the Organization’s regulations and other applicable laws and regulations, and follow the instructions issued by the President of the Organization, the Director General, the Directors of Departments, the Head of the Research Facility, and other relevant personnel regarding management and safety. 3. They must be enrolled in the Student Education and Research Accident Insurance (including incidental liability insurance) provided by the Japan Educational Exchange and Services, or in insurance of equivalent or higher coverage. ・University presidents or deans wishing to place undergraduate students as research (experimental) assistants must submit Form No. 1, “Regarding the Placement of Undergraduate Students (Application),” and Form No. 4, “Approval for Radiation Work.” An official seal is not required. As a general rule, please send these forms to the UVSOR Office, Facility Usage Section, at least two weeks prior to the desired placement date. If it is deemed appropriate for the student to visit the facility accompanied by a supervising faculty member who is a joint research user, we will send a permit (response to the application) using Form No. 2. ・It is a prerequisite that the undergraduate student has already completed the necessary procedures at their university to work with radiation. ・Permits may be revoked if the supervising faculty member or the undergraduate student violates the above provisions, or if the Director of the Organization or the Head of Research Facility deems it inappropriate for the student to visit the facility accompanied by the faculty member. Documents download (No official seal required) |
| Glass badge | Please bring the glass badge issued by your university. If you do not have one, please obtain one in advance. |
In addition to the above, the following documents must be submitted as needed.
Documents download
| ・ Adding collaborators for UVSOR Facility Use: Please submit any additions to the list of collaborators as soon as possible. You may also submit them via email attachment. |
| ・ UVSOR Experiment Sample and Chemical Substance Use Notification: If there have been any changes to the documents submitted at the time of application, please resubmit them. |
| ・UVSOR Experiment Sample and Chemical Handling and Disposal Report (Hazardous Materials Only): Please submit this form when handling hazardous materials or upon request from the UVSOR Chemical Safety Committee. |
| ・ Notification of Change in Affiliation for UVSOR Facility Proposal Representatives: Please submit this form promptly if the proposal representative’s affiliation changes. |
| ・ UVSOR Facility User’s Collaborators Affiliation Change Form: Please submit this form promptly if a collaborator’s affiliation changes. |
| ・Notice of Withdrawal: If you wish to withdraw from using the facility, please submit this notice promptly. |
