Procedures for JAEA users

Procedures for JAEA users

Application Qualification

Researchers other than students belonging to universities, companies, and public research organizations can apply as a project leader.

Regular Call for Research Proposals

The facilities of the Japan Atomic Energy Agency (JAEA) are made available to researchers of other organizations as part of the Nanotechnology Platform Japan Program, and also under the Shared-Use Program in JAEA Facilities. Research proposals for the second half (B-term) of present fiscal year will be accepted regularly in May. Research proposals for the first half (A-term) of next fiscal year will be accepted regularly in September. Company researchers who have a plan to use firstly a JAEA SR experimental apparatus are welcome to apply to "Trial Use Program". Details are informed by a person in charge.

Application Method

Please fill out all requirements on the JAEA application forms, and submit them as e-mail attachments. Application forms are available on the website of the JAEA Intellectual Resources Management and R&D Collaboration Department (in Japanese).
E-mail : renkei.shisetsu[at]jaea.go.jp

Usage Fees

Usage of JAEA synchrotron radiation apparatuses is charged. Usage fees consist of following fees. Technical consultations with scientists and technicians of JAEA are available at any time, free of charge.

Usage Fees
(1) Handling Charge

Handling charge is 10,700 JPY per adopted project.

(2) Facility Operating Costs

Unit price of facility operating cost depends on usage classification, does not depend on a use form nor a use apparatus. Usage fees are calculated from the number of 8 hour shift used (complete or partial).

Non-proprietary research (a general project and a project supported by competitively-awarded external funding sources) corresponds to Nanotechnology Platform. If requirements of non-proprietary research are not satisfied, difference from proprietary research fee may be requested.

The facility operating cost is reviewed every three years and is revised. The recent price list should be confirmed in this website or in the website of JAEA Intellectual Resources Management and R&D Collaboration Department (in Japanese)..

(3) Additional Expenses

If users are need a special assistance by JAEA researchers and/or technicians, actual and overhead expenses are paid in principle. The expense for liquid He is 4,000 JPY/shift.

Main additional expenses are services of apparatus operation, technical assistance of apparatus operation, sample preparation, and experimental data analysis, facility use excluding nanotechnology platform apparatuses, sample transport, expendables.

Apparatus operation methods and safety instructions are explained before beginning of the experiment by JAEA researchers and/or technicians. Additional assistance by JAEA staff needs additional expenses.

The additional expenses depend on time spent and grade of the staff (Unit price table of direct labor costs (in Japanese)). Please confirm the price with the person in charge in advance. The expenses are exempted if the JAEA staff is included as collaborators in publications.

Additional Expenses

Projects supported by Competitively-Awarded External Funding Sources

A user who has a competitively-awarded external funding source, e.g. Grant-in-Aid for Scientific Research (more than the amount of 20 million JPY) can apply if he/she intends to use a JAEA synchrotron radiation apparatus. Please confer with the person in charge of each experimental apparatus before submitting a proposal form to the relevant fund. Adoption or rejection is determined by JAEA with reference of the JAEA and QST joint proposal review committee. An adopted project can be carried out preferentially with low cost of 1/3 of basic charge.

Consultation in advance

Please confer in advance on technical details with the person in charge of each experimental apparatus before submitting application forms to JAEA.

Urgent Application

Urgent research proposals are welcome at any time. It is need to attach the reason statement (free format) in which the necessity of urgency is explained with application forms.

Duplicate Applications

Duplicate applications to SPring-8 or other synchrotron radiation facilities are not prohibited. After adoption of proposal submitted to JAEA, please refrain from cancelation of the proposal for no good reason.

Review of Research Proposals

General non-proprietary proposals are reviewed by the JAEA and QST joint proposal review committee. The committee determines adoption or rejection and the number of 8 hour shift. Adoption or rejection for projects supported by competitively-awarded external funding sources is determined by JAEA with reference of the committee. The review outcome is informed by JAEA to users.

Terms of Shared-Use Program in JAEA Facilities

Passing the review and user’s agreement for the Terms of Shared-Use Program in JAEA Facilities (in Japanese) are conditions to support user experiments.

Application Forms for Adopted Project and Letter of agreement regarding research conduct

After passing the review, Application Forms for Adopted Project (in Japanese) is a condition to support user experiments. Please submit it after agreeing to the Terms of Shared-Use Program in JAEA Facilities (in Japanese). The Letter of agreement (in Japanese) is also necessary in the research proposals of the JAEA Advanced Characterization Nanotechnology Platform to prevent acts of dishonesty in research. Every project member must make it after reading the measures for the prevention of research misconduct in JAEA (in Japanese). Please submit them from the project leader.

Effective Period of the Project

The period for which the project is available is the half year of the application period. If the project can not be implemented within the period due to failure of apparatus and/or beamline, the project may be postponed to the subsequent period.

Implementation Flow of Adopted Project

Implementation Flow of Adopted Project

You can find a larger figure by clicking above one.

Note (1)

JAEA will inform the Project Leader of the SPring-8 proposal number (2019B○○○○) and the JAEA Advanced Characterization Nanotechnology Platform project number (A-19-AE-○○○○).

Note (2)

Please input the necessary information by selecting “Proposal Application/User Plan” ⇒“Create New” ⇒ “STEP 1 : Non Proprietary”, “STEP 2 : Contract Beamline” after logging in to the SPring-8 User Information “My Page” .

  • Please use the last four digits of your SPring-8 proposal number.
  • The deadline for submitting your “2019B User Plan” will be informed from JAEA.
Note (3)

Please read the “Terms of Shared-Use Program in JAEA Facilities (in Japanese)” and “Measures for the prevention of research misconduct in JAEA (in Japanese)”, fill out the necessary information in the Application Forms for Adopted Project (in Japanese), and sign the first page. All four sheets must be printed out and submitted to JAEA (see below). JAEA needs “Letter of agreement (in Japanese)” from all users written in the “Application Forms for Adopted Project”. The “Application Forms for Adopted Project” and the “Letter of Agreement Form” will be sent from the JAEA in advance.

  • The submission deadline is three weeks before the first day of your first experiment.
  • Receipt of your Application Forms for Adopted Project will be acknowledged with a letter of acceptance.

【Address for sending completed “Application Form”】
Azusa Mori
Research Co-ordination and Promotion Office (Harima SR Radioisotope Laboratory)
Materials Sciences Research Center
Nuclear Science Research Institute
Sector of Nuclear Science Research
Japan Atomic Energy Agency
Phone : +81-70-1456-9348
1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5148, Japan

Note (16)

When foreigners (including resident) or non-resident Japanese visits SPring-8 by using Shared-Use Program in JAEA Facilities, Visit Proposal (VP) must be provided. If applicable, please fill out Part A - C of VP Form 3-1 or 3-2 and submit it to the JAEA secretariat by three weeks before the visit.

Note (4)

This document is required from users who will use SPring-8 for the first time after April 1st, 2019, and is valid throughout the fiscal year. Please input the necessary information in the “Radiation Worker Application Form (Form No.5-1)” by selecting “Arrival/Experiment” ⇒ “Required Documents” in the website : https://user.spring8.or.jp/?lang=en. The completed form should be printed out, signed, and submitted to the SPring-8/SACLA Users Office (see below).

  • The submission deadline is 10 days before first arrival at SPring-8 each fiscal year.

【Address for sending completed form】
SPring-8/SACLA Users Office
Japan Synchrotron Radiation Research Institute (JASRI)
1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5198, Japan

Note (5)

Please apply and submit online “Application Form for SPring-8 Facilities”, “Application of List of samples, reagents, etc.” and “List of Carry-In Items” before every visit for experiments, by logging in to the SPring-8 User Information “My Page”. Following receipt of your application, you will be informed of the necessary procedures upon arrival (safety training session, confirmation of dosimeter (your organization), lending of dosimeter (SPring-8), and issuance of user card) by the JAEA.

  • Applications must be made no later than 10 days before each visit to SPring-8.
  • If changes are necessary after submission, please contact the JAEA secretariat as soon as possible.
Note (6)

Reservations at the SPring-8 Guest House can be made at https://user.spring8.or.jp/?page_id=16502&lang=en, where availability can also be confirmed. A cancellation of the reservation must be done before 16:00 two days prior to the stay. Otherwise, there will be a penalty fee.

Note (7)

In the case of “Visits for Experimental Setup”, making “Application Form for SPring-8 Facilities”, “Application of List of samples, reagents, etc.” and “List of Carry-In Items” is also necessary. Please submit them online by logging in to the SPring-8 User Information “My Page”. “Application Form for SPring-8 Facilities Page”, inputting SPring-8 proposal number, clicking on the “Addition of Visits for Experimental Setup”. After submission, you will be informed by JAEA of necessary procedures upon arrival.

  • The submission deadline is no later than 10 days before each arrival at SPring-8.
  • If changes are necessary after submission, please contact the JAEA secretariat as soon as possible.
Note (8)

If you plan to bring radioactive materials, laser equipment, and high pressure gas to the beamline, please prepare the necessary documents after consultation with your JAEA contact person. Please refer to https://user.spring8.or.jp/?page_id=722#ch21_0 for details of the procedures.

  • The submission deadline is no later than 2 weeks before each experimental cycle.
  • If this deadline is passed, it may not be possible to support your experiment.
Note (9)

Before arriving at SPring-8, please complete the necessary procedures, of which you will be informed by JAEA. Please do not forget to bring the dosimeter provided to you by your organization. It should be shown to the safety center of RIKEN (North Building). (This is not necessary for users affiliated to organizations outside Japan.) Before leaving SPring-8, please return your dosimeter (SPring-8) and user card to the North Building. Online submission of a Beamtime Report (Form 12) is not necessary for use of contract beamlines

«SPring-8 Guest House»
Check-in : 16:00-22:00
Check-out : 7:00-10:30
Phone (reception desk) : 0791-58-0933 ext. 8181, 8182
If you cannot arrive in time for your scheduled check-in time, please contact the reception desk in advance. Failure to do so by 22:00 may result in cancellation of your reservation. A cancellation of the reservation must be done before 16:00 two days prior to the stay. Otherwise, there will be a penalty fee.

Note (10)

Following completion of your experiment, JAEA will send you a form detailing the number of shifts used. Please confirm and complete this form giving billing details. You will then be informed of the amount due, which should be paid by bank transfer.

  • Usage fees are calculated from the number of 8 hour shift used (complete or partial).
  • A detailed breakdown of charges can be supplied upon request.
Note (11)

Please submit an “Experiment Summary Report” within 60 days of completion of the research term. Please select “Experiment Summary Report” after logging in to the SPring-8 User Information “My Page”, and complete your report online.

  • Please use your SPring-8 proposal number (2019B○○○○).
Note (12)

Please submit your “Project Report” by e-mail. JAEA will notify you of the required format. Submission of user report in the JAEA format is regarded as submission of “User Report” of Nanotechnology Platform Japan.

  • Please submit your “Project Report” within 60 days of completion of research term.
  • In principle, the title of the report should be same as that given in your original application form. If your report has a different title, please explain the reason of the change.

Past reports in the JAEA format can be browed in the following website.
http://tenkai.jaea.go.jp/facility/3-facility/06-news/commonuse.html

All past User Reports submitted from all organizations of Nanotechnology Platform Japan can be browed in the following website. You need a password to brow User Reports. If you want to brow them, please apply for a password request form.
*User Reports are read-only. DO NOT redistribute your password.
https://www.nims.go.jp/acnp/eng/report.html

【Address for submission “Project Reports”】
Azusa Mori
Research Co-ordination and Promotion Office (Harima SR Radioisotope Laboratory)
Materials Sciences Research Center
Nuclear Science Research Institute
Sector of Nuclear Science Research
Japan Atomic Energy Agency
1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5148, Japan
E-mail : harima-usersoffice[at]ml.jaea.go.jp

Note (13)

JAEA users must submit an “Achievement Release Report”. The following activities are included in the achievement release, original articles, reviews, proceedings, books, awards, patents, industry magazines, company newsletters, domestic and international meetings, debriefing sessions, workshops, seminars, symposiums, lecture meetings, press releases, invited talks, and other oral and poster presentations. JAEA will notify you of the required format.

  • The submission deadline is two years after the end of the fiscal year during which the research was conducted. (March 31st, 2022)
  • If you submit one “Achievement Release Report” based on several proposals, please fill in all the related proposal numbers of Shared-Use Program in JAEA Facilities.

【Address for submission “Achievement Release Report”】
Azusa Mori
Research Co-ordination and Promotion Office (Harima SR Radioisotope Laboratory)
Materials Sciences Research Center
Nuclear Science Research Institute
Sector of Nuclear Science Research
Japan Atomic Energy Agency

 

Report Name Destination Submission Deadline
2016A 2016B 2017A 2017B 2018A 2018B 2019A 2019B
Experiment Summary Report JASRI Within 60 days of completion of research term Same as on the left Same as on the left Same as on the left Same as on the left Same as on the left Same as on the left Same as on the left
Project Report JAEA Nov. 30, 2016 Mar. 10, 2017 Nov. 30, 2017 Mar. 31, 2018 Within 60 days of completion of research term Same as on the left Same as on the left Same as on the left
Achievement Release Report JAEA Mar. 31, 2019 Mar. 31, 2019 Mar. 31, 2020 Mar. 31, 2020 Mar. 31, 2021 Mar. 31, 2021 Mar. 31, 2022 Mar. 31, 2022
Registration of Research Results in Database JASRI Sept. 30, 2019 Mar. 31, 2020 Sept. 30, 2020 Mar. 31, 2021 Sept. 30, 2021 Mar. 31, 2022 Sept. 30, 2022 Mar. 31, 2023
Note (14)

<Example of acknowledgements>
(A Part of) This work was supported by JAEA Advanced Characterization Nanotechnology Platform under the remit of "Nanotechnology Platform" of the Ministry of Education, Culture, Sports, Science and Technology (MEXT), Japan (Proposal No.A-19-AE-○○○○). The synchrotron radiation experiments were performed using a JAEA experimental station at JAEA(QST) beamline BLXXXX, SPring-8, with the approval of the Japan Synchrotron Radiation Research Institute (JASRI) (Proposal No.2019B○○○○). We are grateful of Dr. A for his/her support of 〇〇〇〇.

Note (15)

SPring-8 users who have performed a non-proprietary experiment are required to publish their results in the form of (1) a refereed journal article (including refereed proceedings and doctoral dissertations), (2) a SPring-8/SACLA Research Report, refereed by JASRI, or (3) a technical journal article approved by the JASRI’s SPring-8/SACLA Research Results Review Committee. Publications must be registered in the SPring-8 Publications Database by logging in to the SPring-8 User Information “My Page” within 3 years from the end of the half-year research term during which the experiment was carried out (in the case of 2019B, March 31st, 2023). Please refer to the website on publications in SPring-8 for more information.