The current MAX IV run concerns the BioMAX, NanoMAX and HIPPIE beamlines serving the research areas of “Structural Biology”, “Nano Science” and “Spectroscopy” respectively.

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Practical guidelines related to the User access and the use of MAX IV for research are presented here and grouped in three stages or parts of the whole process: 1) the proposal, 2) the beamtime and 3) the reporting and feedback after beamtime.

1) Plan and submit your PROPOSAL

Here you find information useful for the preparation of the experimental project (proposal) for which you need the use of MAX IV: proposal types, calls and deadlines, research areas, beamlines, who to contact, how to submit a proposal to apply for beamtime, comments on the evaluation of proposals and which are the financial support options.

Types of Proposals and call periods

MAX IV will offer different modalities, or Proposal Types, to access the facility which will be adapted to the different user community needs. The call details for each access modality and the corresponding application period will be updated in Open Calls.
Currently, only the Normal proposal will be eligible to apply for beamtime. Normal proposal refers to projects submitted to apply for beamtime in the next beamtime allocation period.


Beamlines and science areas

The current MAX IV portfolio of beamlines covers the general techniques of spectroscopy, scattering/diffraction and imaging. Information on the individual beamline-specific techniques and other important details such as beam size, energy range, time scales, sample environments, detectors, etc. can be found on the corresponding beamline page.Each beamline will be associated with one or more specific science areas. This is important to know because every proposal has to select the one research area where it best fits in. The scientific evaluation of the proposal will be done by the committee associated to that particular science area.
The science areas defined so far cover the scientific fields relevant for the beamlines included in the call of for proposals:

  • Structural Biology for beamtime at the BioMAX beamline.
  • Spectroscopy for beamtime at the BioMAX beamline.
  • Nano science for beamtime at the NanoMAX beamline.

 

More science areas will be announced as further beamlines and methods become available.


Your Local Contact

Your Local Contact will be a staff member familiar with the beamline and instrumental set-up. He or she will make possible to perform your experiment. In some situations the experiment outcome could be enriched with the Local Contact effort beyond his/her normal duties. We encourage you to discuss such possibility before the experiment starts and, if appropriate, collaborative work should be agreed with the corresponding beamline manager.


How to apply for beamtime

All the applications for time to perform your experiment at MAX IV are handled by the MAX IV Digital User Office (DUO) interface. DUO was original developed at PSI and already used at MAX IV to handle the user access to MAX II and MAX III. In 2016, a new DUO upgrade has been adapted to the new MAX IV facility and user operation service. All the existent user accounts and previous proposal had been migrated to the new DUO system.
NOTE: We suggest you to use the internet browsers Firefox or Google Chrome.

  • A proposal is submitted by the main proposer who is responsible for this proposal. All information from the DUO and the MAX IV laboratory is sent to the main proposer who is responsible for distributing this information to the co-proposers.

 

  • All users must have a user account in DUO. As some of the steps involved in the creation of a new account may take some time, it is strongly suggested to register well in advance of the proposal deadline. The user account is necessary to either be involved in the proposal as co-proposers or to apply for a card to access the MAX IV site.
    NOTE: Your DUO account password can consist of lowercase and uppercase letters of the English alphabet and numerals. It must contain minimum one of each, i.e. minimum one lowercase letter [a-z], one uppercase letter [A-Z], one number [0-9].

 

  • In DUO is possible and recommended to link previous experiments at MAX IV with a new proposal, if the new project is a continuation of a previous one. Previous experimental reports will be of importance in the proposal evaluation process, however, for the current call, after one year of commissioning of the new MAX IV facility: machine and beamlines, the previous experimental reports are not compulsory, but you are most welcome to upload them in DUO if you find it appropriate. It is also a good practice to upload your MAX IV publications in the DUO system, (see “3. …after your experiment”).

 

  • The sample declaration is an important part of the proposal. It is mandatory to declare all the samples as well as the use of additional chemicals. The step 4 of the proposal submission contains all the sample specifications and various safety issues to be declared for each sample. It is also required to provide updated sample information that might become available after the proposal submission and up to a month before the scheduled beamtime.

 

The DUO interface contains menus and explanations through its different pages. Further details and other tips on the DUO interface and submission guidelines, including FAQs, are collected here. The file will be updated as need it.


Evaluation of proposals

Proposals are evaluated by the Program Advisory Committee (PAC) who provide recommendations for the allocation of beamtime. The final decision on beamtime allocation is taken by the MAX IV Laboratory management.
The scientific merit, the proposal feasibility and the technical safety check of the proposed experiment will be the guiding criteria for awarding beamtime. Previous experimental reports will be of importance in the proposal evaluation process. Exceptionally, this will not apply for the very first call to each new MAX IV beamlines.

After the proposal review process is finished, the main proposer will be informed by the user office on the result. All co-proposers can also see in DUO the status of all their proposals.
If your proposal has been approved, you will be contacted by the corresponding beamline manager to schedule your beamtime.


Funding Access Programmes

iNEXT
From March 2017 there will be funding available from iNEXT for experiments at MAX IV for EU-transnational users. Among the three major access themes offered through iNEXT, the one relevant to MAX IV users is: High-End Data Collection for protein crystallography. The iNext support at MAX IV covers the travel and accommodation expenses.
Proposals to iNEXT can be submitted at any time.
More information and the application for iNEXT support is done through the iNEXT proposal system.

CALIPSOplus
The grant agreement between the EU Commission and the consortium was signed and the project now runs from 1st MAy 2017 to 30th April 2021. This implies that funding for transnational access to accelerator-based light sources in Europe is available as of summer 2017.
CALIPSOplus for MAX IV users
CALIPSOplus official website

2) It´s BEAMTIME!

The final evaluation report of your proposal will be sent by the user office to the main proposer, who should take care of informing all team members, i.e. coproposers and other users that will be involved in the experiment.

Here you find information relevant once your proposal has been approved, i.e. you have been granted beamtime. In addition to organizing the travel to Lund and booking your accommodation, there are a few more procedures to follow: i.) in preparation for the beamtime, such as apply for your access card and perform the safety quiz, ii.) while you are here and iii.) when you are leaving. Further practicalities and other useful tips will be updated here in due time.

i. Prepare for BEAMTIME

Beamtime scheduling

In the case that your proposal had been granted beam time you will soon be contacted by the corresponding beamline manager or your local contact to schedule it. This will define the dates and shits in which you could use the corresponding beamline to perform experiments requested in your approved proposal.
IMPORTANT Please be aware that from this point is in your responsibility to define the experimental sessions. This is necessary to allow you and your collaborators to access and use the MAX IV facility. Read more underneath Experiment Sessions

Experiment Sessions. NEW STEP!

A experimental session is defined as a given number of shifts for a given list of participants and samples. The main proposer is reponsible for creating the experiment sessions from the DUO interface. There can be created as many experiment session as need it.

It is important to be aware of the difference between what we call participant and visitor:

  • A participant will have an account with acces to the data collected in that particular experiment session, whether being present or not at the beamline.
  • A visitor is the person physically present in MAX IV at the experiment. Being visitor does not give access to the data.

More details will be found here.

Travel options

Accommodation

MAX IV has a temporary contract with the Forskarhotellet guest house near the MAX IV site. Forskarhotellet has a total of 20 rooms available to MAX IV from 1st September 2017. All rooms have a private bathroom, wireless internet and a kitchenette with a fridge, freezer compartment and a small stove. There is also a laundry room that can be used at no extra charge. Breakfast is included in the price and NOTE that will be served in the dining room on floor 14 in the E-building 07.30-08.30 every weekday. During weekends and holidays, breakfast will be available on a self-service basis(at the vending machines at MAX IV).
The booking of rooms for MAX IV users/guests is handled by MAX IV. Usually, the moment to book the guesthouse will be after your proposal is granted beamtine and the beamtime is allocated by the beamline manager. In that case you will be able to book the guesthouse at the moment of applying for an access card to MAX IV through the DUO interfase.

As MAX IV user you are also entitled to use the University Guest House which is located on Tunavägen 39 A in Lund. Pease contact the to arrange the booking in the University Guest House.

Other alternatives can be found on the Booking your accommodation page.
Those bookings should be made directly by users.

✰ ✰ ✰ Registration: Access card ✰ ✰ ✰

It is mandatory that every member of the experimental team register in the DUO system hers/his coming visit to participate in the experiment. This registration is done through the Access card entry available after logging into DUO. Therefore, to apply for the access card, you need to have a DUO account, which might take some time to be validated.
IMPORTANT: The Main Proposer must ensure that all team members apply for the access card and follow the safety quiz before arriving to MAX IV.

✰ ✰ ✰ Safety quiz ✰ ✰ ✰

The safety quiz is available through the Safety Quiz entry after logging into DUO.
The page safety for users contains relevant safety information which needs to be studied in orther to complete the corresponding parts of the safety quiz.

Sample declaration

Any sample brought to MAX IV has to be declared. If you are coming with a sample that was not declared on the submitted proposal, you must inform the safety group well in advance before your beamtime. The safety group has to check and validate all the samples.

Bringing Instrumentation

Users must have specified on the submitted proposal any equipment that they intended to bring to the experiment. The feasibility of it coming to MAX IV would have been assessed during the evaluation process. Users planning to bring their own sample environments are encouraged to discuss mounting/set-up arrangements with the Local Contact prior to arrival.

Sample shipment

If you want to send your samples or chemicals before you arrive to the facility you must contact the MAX IV chemical safety team beforehand, who will give you instructions on how to proceed.

Users are responsible for ensuring that samples are transported to and from MAX IV safely. As a result, users will be responsible for repackaging their sample and taking it away at the end of their beamtime.

– Samples or any other item sent to MAX IV should be clearly labelled

FROM:

user name, user telephone number

TO:

Attention: Chemical Safety Team, +46(0)705-259 234,
your local contact, beamline, proposal number, beamtime dates
MAX IV Laboratory, Fotongatan 8, 225 94 Lund, Sweden

– Samples or any other item sent from MAX IV should include the delivery company and payment details, e.g. your institute account number with the delivery company. Note that some companies use different account numbers for sending and receiving.

Access to peripheral facilities

If, in connection to you beamtime, you will require access to a especific laboratory or instrument, please contact your Local Contact well in advance to know which are the options available.

In the case of access to a chemical lab, and as stated in the safety training, any access to a chemical lab needs the attention of the MAX IV chemical safety team who must be always informed beforehand.

Cancelled beamtime

In the case that allocated beamtime does not become available to the user due to the malfunction of the MAX IV source or beamline, MAX IV cannot guarantee that such lost time will be re-allocated, however, actions will be considered to mitigate against the consequences of the lost beamtime. More details can be found in the terms and conditions.

If the beamtime is cancelled by the users we greatly appreciate that you inform, as soon as possible, your Local Contact or the beamline manager.

Arriving on site

City green bus number 20. Time table

The Skånetrafiken city buses (green buses) operate with a cash-free system. This means that to use these buses a Jojo card (Skånetrafiken’s own customer card) is needed. The Jojo card can be bought at the central station. Alternatively, you can pay using a text message ticket if you have a Swedish mobile phone plan, or using a 24/72 hours ticket.

By taxi

Some Taxi companies are:
Taxi Lund: 046 12 12 12
Taxi Skåne: 046 330 330
In addition, Lund University has an agreement with Ringduve Taxi AB or RD Taxi: 020 300 300.
Ask for the price before you get into a taxi. Don’t go with any unregistered taxi-driver.

By bike

Cycle shelters, showers and changing facilities are available to visitors and staff.

By car

The Lund University car park at MAX IV have a pay and display ticket machine for guest parking. It is also possible to pay by SMS or through the Parkster app.
– There is a very limited number of parking places around the lab.
– It is forbidden to park in the disabled parking area unless you have a handicap parking permit.
– Charging locations for electric vehicles are available for only those types of vehicles.

ii. While you are here

Access card: MAX ID card

Once at MAX IV you will get your access card at the MAX IV reception, provided that you applied for it and provided that you have the safety quiz up to date. The safety quiz have a one year validity.

The MAX ID card should be worn at all times at MAX IV. You need this card to enter on-site, to access the experimental area and to access other areas whether the use of the elevator or the stairs is necessary.

Safety

Important safety information relevant during your stay at MAX IV and in Lund is provided under the page safety for users. Safety information covers: General safety, Radiation safety, Biosafety and specific safety guidelines for each beamline. That is the information that you studied in order to complete the corresponding parts of the safety quiz.
In those pages you will also find: General safety how to handle hazardous samples at MAX IV, which are the emergency procedures and first aiders´ locations, how to report an accident or when to use radiation dosimeter.
Emergency phone number: 112

✰ ✰ ✰ Your local contact ✰ ✰ ✰

The Local Contact will

  • review together the safety procedures at the beamline.
  • prepare, or help you to prepare, the beamline with the setup specified in your proposal or previously agreed. Special requirements might be possible (or not): The earlier you inform us, the better.
  • guide you through the technical details needed for you in order to independently collect your data. This also includes providing you with the necessary beamline documentation such as beamline wiki, manuals, beamline e-log or beamline quality measurements, for example.

In case that further scientific support is needed, for example further advise for collecting data and/or assistance with the data processing/interpretation, then this should be communicated in advance in order to establish a collaborative framework.

You are welcome to contact your Local Contact before, during and after your experiment.

✰ ✰ ✰ Policies, IT rules and guidelines, Terms and Conditions for Open Access ✰ ✰ ✰

Practicalities at MAX IV

Eating at MAX IV

– There are cashless vending machines with prepared meals, buns, snacks and soft drinks on floor 10 beside the elevators and on floor 14 beside the kitchen. You pay with credit card, VISA/Master card.

Coffee machines are in the lounge on ground floor and in the coffee room on top floor in the E-building as well as in the office corridor in the D-building and at FemtoMAX corridor.

– Restaurants at a walking distance (about 10 minutes)
Scotland Yard The restaurant is located in the SONY building premises: Mobilvägen 6, 221 88 Lund

– You can order lunch from Moroten och piskan online. Your lunch will be delivered in the E-building dining hall (fourth floor) at 11.30 on the same day as you order.
Instructions:

1 – Place your order before 9.00
1 – Go to http://morotenopiskan.se/butik/ (phone 0709 622 554)
2 – Order your lunch
3 – Use the password max4mat when checking out. You pay with credit card.

MAX IV bikes

There are a few bikes at MAX IV available for short temporal use. Ask at the reception for their availability and to borrow one.

Useful services in Lund: restaurants, coffees, pharmacy, etc.

Visit Lund Stay, Eat, To do, Travel and more.
Don’t miss the lovely café in the Botanic Garden.

Weekly menus from a few restaurants in Lund. Page in swedish courtesy of Pär Sjöholm.

Pharmacy
Apoteket Getingen, Getingevägen 8. Bus 20 stop: Univ-Sjukhusset (The University Hospital).

ATM (automated teller machine or cash point)
There is an ATM, for example, at the University Hospital (Bus 20 stop: Univ-Sjukhusset)

iii. Leaving

Before you leave
A gently reminder to tidy up and collect all your belongings before you leave. This will be greatly appreciated by the new coming users and by the beamline staff.

Samples
Users should note that they are responsible for repackaging their sample and taking it away at the end of their beamtime.

Access card
Access card must be returned to MAX IV at the end of your beamtime. The postbox for that purpose is located at the reception.

3) Share and contribute after your experiment

A necessary stage of the “non-proprietary” access to MAX IV is to contribute with the outcome of your beamtime. This refers mainly to the publication of your results but also to the submission of the experiment report and visits feedback. All of the three different types of contributions should be provided through the DUO interface:

  • Visits/Feedbacks:
    The corresponding page allows you to provide feedback on your visit at MAX IV. It is more like a technical feedback rather than a scientific feedback. Every user who had been involved in any experimental session is kindly welcome to submit his/hers own feedback after each one of his/hers experimental sessions.
  • Experimental Reports:
    The experimental report on a proposal can only be entered by the main proposer or by one of the co-proposers. An experimental report template is available from the DUO interface. Any new upload associated to the same proposal will replace a report previously uploaded for the same proposal. It is convenient to upload the experimental report, with results from previous proposal, before a new proposal submission deadline. This applies if the experiments of the previous projects were completed more than two weeks before the new proposal submission deadline. The experimental reports will be of importance in the evaluation of the new submitted proposals.
  • Publications:
    We encourage users to register in DUO all new publications resulted from their beamtime at MAX IV.

 

You are always welcome to contact the if you have further questions, or suggestions, that might have not been addressed here.
Together, let´s make your experiment a success and your time well spent at MAX IV.