Once an experiment is approved, all users participating in the experiments will get an invitation letter defining the conditions of their visit and the necessary documents to be provided.
All users will be requested to complete and deliver security-related documents to get access to the nuclear facilities at the JRC. Performing experiments at one of the JRC nuclear facilities generally implies also access of the users to controlled areas. Access to a controlled area may only be granted when the JRC has received a copy of a valid medical certificate. Access to controlled areas will not be granted to individuals from particular countries (e.g. countries which are not members of the Non Proliferation Treaty or countries for which the Commission has security reservations).
Upon receipt of their invitation letter, users for collaborative experiments that will get financial support are kindly asked to reserve as soon as possible their flight ticket/train ticket in order to avoid high prices or non-availability. Those users getting for the first time a reimbursement of their costs by the European Commission must submit prior to their visit a "Financial Identification Form" and a "Legal Entity Form". These documents will be sent together with the invitation letter.
If an experiment is approved by the PAC, a JRC senior scientific officer will be designated as the local scientific contact. He/she will be the first contact point during the preparation period and will be in charge of the external users during their whole measurement period. The local contact will also introduce the users to all facility aspects, functions as a liaison with the facility operators, administration and technical services.
The user group leader must discuss in advance all practical aspects with the local contact:
- the schedule of the experiment.
- the experimental equipment to be used. If users wish to use complex in-house equipment, they must collaborate closely with an in-house staff scientist (preferentially the local scientific contact) who is familiar with this equipment. Such a procedure has to be indicated in the proposal and should be coordinated already a few weeks before the scheduled beam time.
- site access conditions and user training.
- If needed, possible on-site technical support from laboratories and workshops for small mechanical and electronic work (preparing, setting up and dismantling measurement equipment, special sample handling and mounting).
- access to standard office services (telephone, fax, internet services) and meeting rooms, library and access to the restaurant.
- lodging and contacts with local administration (if needed).