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:
ii. practicalities while you are at MAX IV during your beamtime and
iii. when you are leaving.
Further information and other useful tips will be updated here in due time.
i. Prepare for your beamtime
In the case that your proposal had been granted beam time you will soon be contacted by the corresponding beamline manageror 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 it is 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 on Experiment Sessions here below.
Manage experiment sessions for your scheduled beamtime
An experiment session is defined as a given number of shifts for a given list of participants and samples. Any User included in the proposal submission phase can create and manage the experiment sessions from the DUO interface.
All shifts that have been scheduled by the beamline manager are eligible to belong to one experimental session, ultimately all shifts will be grouped in one or more experimental sessions. There can be created as many experiment sessions as need it. NOTE that that the deadline to create a session is 14 days before the first shift included in the session. More details will be found in this DUO interface guidelines (.rtf) file.
The experiment session states:
- who will be able to apply for access to the laboratory,
- who will have access to the data collected,
- which samples will be used during that experiment session.
Note the difference between a participant and a visitor:
A participant will have an account with access to the data collected in that particular experiment session, whether being present or not at the beamline. This means that remote users must be included here as well.
A visitor is the person physically present in MAX IV at the experiment. Being visitor does not provide access to the data.
Agreement for Access to MAX IV Laboratory
At MAX IV we have a number of User related Terms & Conditions and Policies that lay out the conditions that govern the use of the MAX IV. These define conditions of access, give definitions of different types of access and users, govern the use of data, data storage, safety aspects and much more. For obtaining access to MAX IV an Agreement for Access which refers to these Terms and Conditions has to be signed by the person who is authorised to sign for e.g. liability, IP and safety etc. at the institution not only once for each User Institution but for each department or faculty of such User Institution, as the case may be. Without such accession to this Agreement, access to MAX IV will be denied. Please also note that for multi-institutional experiments, each User Institution has to sign this Agreement.
Apply for an 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 Apply Access Card entry seen in Your next sessions list on the DUO interface.
For your information, the moment for users to apply for the access card will be when the flowing steps have been accomplished:
- your proposal is granted beamtime,
- the beamtime is scheduled by the beamline manager,
- the main proposer or co-proposer has created the experiment sessions in which you are included in the visitors list.
NOTE: At this stage you will be informed by email that you must apply for an access card and if you like book your accommodation.
Book your accommodation
The moment for users to book accommodation will be when applying for an access card thought the DUO interface.
For further information and help to find accommodation for your visit to MAX IV, please contact the reception at MAX IV – or +46 46 222 98 72
Other alternatives can be found on the Visit Lund pages. Those bookings should be made directly by users.
Every user who applies for an access card in DUO will receive a confirmation e-mail where it’s clearly said that they need to do the safety quiz.
The safety test is available through the Safety Test entry after logging into DUO.
The page safety for users contains relevant safety information which needs to be studied in order to complete the corresponding parts of the safety quiz.
Any sample brought to MAX IV has to be declared through the DUO interface at the moment of submitting the proposal. The safety group has to check and validate all the samples.
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.
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 must be clearly labelled as follows:
user name, user telephone number
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 specific 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.
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
Lund green bus number 20. Time table (in Swedish: Stadsbuss: Lund, linjenummer: 20, Sök tidtabell)
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.
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.
Cycle shelters, showers and changing facilities are available to visitors and staff.
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 only for those types of vehicles.
Further relevant information concerning parking at MAX IV can be found in the Visit us page.
ii. While you are at MAX IV
Access card: MAX IV 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 test up to date. The safety test have a one year validity. The MAX IV 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.
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 test. 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.
Eating at MAX IV
- There are cashless vending machines with prepared meals, buns, snacks and soft drinks in the reception area beside the elevators, on the top floor in the office building beside the kitchen and in the kitchen area in D-building (1,5 GeV ring). You pay with VISA/Master card.
- Coffee machines are in the reception area and in the coffee room on top floor in the office building as well as in the office corridor in the D-building and at FemtoMAX corridor.
- Restaurant at a walking distance of about 10 minutes is Scotland Yard which 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 office building dining hall (top floor) at 11.30 on the day you have chosen when ordering. Please observe that your order needs to be placed at the latest 09:00 the day you would like to eat.
- Go to www.morotenopiskan.se to see the alternatives and then to the order form. Or call +46 709 622 554 to place your order. Order your lunch and 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
Weekly menus from a few restaurants in Lund. Page in Swedish courtesy of Pär Sjöholm.
Pharmacy Apoteket Getingen, Getingevägen 8. Bus 20 stop: Universitets Sjukhuset (The University Hospital).
ATM (automated teller machine or cash point) can be found at the University Hospital (Bus 20 stop: Univ-sjukhuset) or via this map.
iii. Leaving MAX IV
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.