Beamtime Planning Guidelines for CAP Coordinators
CAP Coordinator Responsibilities
The CAP coordinator(s) act(s) as the point of contact with the User Office for all communications. This will ensure that the information transfer chain remains consistent and efficient.
Documentation Management
The CAP coordinator(s) will be responsible for the management and submission of all paperwork and documentation, including:
Travel arrangements (for CAPs with non-local researchers)
Applications for Dewar shipping
Submission of the Experiment Authorisation Form
Assigning CAP Coordinators
Each CAP can assign up to three coordinators in total. All correspondence from the User Office (i.e. notifications, reminders for paperwork) will be directed to both the primary CAP coordinator and the assistant coordinator(s). Both primary and assistant coordinators can submit pre-beamtime paperwork on behalf of the CAP.
The User Office will accept and process only ONE instance of all pre-beamtime paperwork (amendments will be accepted if notified prior to cut-off dates). Please ensure that the forms submitted to the AS User Office, regardless of which CAP coordinator emails them, are final and representative of the requirements of the entire CAP. The User Office will treat the first submission as final; any subsequent submissions from a different CAP coordinator will be disregarded.
Reassigning Coordinators
The role of CAP coordinators can be reassigned at any time. Simply inform the User Office of the change with two clear weeks’ notice of the change taking effect.
Who Can Attend Your Beamtime Visits?
It is the responsibility of the CAP coordinator(s) to decide which researchers/samples will attend each beamtime visit.
Your CAP notification letter provides a breakdown of the allocation of beamtime to each CAP PI; however, CAPs need not adhere to these allocations. Any member of your CAP can travel to the AS for each beamtime visit.
Alternatively, samples associated with one or more CAP project(s) can be accompanied to the AS by one or more CAP researchers and/or shipped to the AS via multiple shippers.
No more than 15 researchers may attend each scheduled beamtime visit.
Your beamtime visit will be automatically withdrawn if you fail to submit your EA at least 5 working days in advance of your scheduled beamtime
No changes may be made to the listed personnel attending the experiment less than 5 business days in advance of your scheduled beamtime.
Recommendations for Attendees
When coordinating attendees for beamtime visits, it is highly recommended that an expert, or experienced, user be available either onsite or remotely to assist in operating the beamline.
Should no researchers or samples be available to make use of the beamtime, the User Office must be notified, and the beamtime visit will be withdrawn.
Withdrawn beamtime visits CANNOT be credited and reclaimed by the CAP at a later date.
Safety Training Requirements
All researchers attending beamtime visits must have completed their online facility safety training and have valid beamline inductions.