-- KarinFuessel - 2025-08-06

Experimentalist: Preparing Experiment Time

Changing of presence on-site, other ToDos

Prerequisite
Responsible Experimentalist has nominated the Experimentalists in GATE for this experiment (-> Add experimentalist; see Instruction Responsible Experimentalist_Prep-Experiment Time), entered their times of presence on campus and closed editing the Team as „finished“. (before closing the team, the Experimentalist cannot change his times in GATE)

Info
The Experimentalist can see the proposal-PDF in GATE in their proposal list.
Details on Experimentalists of a given Experiment Time see Wiki Topic Experiment Time - Experimentalists mit Details.

And when clicking on the proposal-ID (opening it) can also see the names of the other Experimentalists.

Completing / Uploading Personal Data in GATE

The Experimentalist receives a mail, that he has been nominated as Experimentalist for the experiment for a given time interval (mail template „Experimentalist appointment“). And that he can change his time of presence on campus in GATE. As external Experimentalist, they should enter more information/documents (min. 2 weeks prior to arrival, since processes in Welcome Office need to be done to given him access).

In GATE under -> Preparing experiment time / -> As member of the experimental team they see information like presence on campus, whether funding has been requested for them and whether their data in GATE are complete (red/yellow/green boxes) - see screenshot below.

If ID (identity document) and HID (Home Institute Declaration) are green = uploaded by user, WEO checked and entered document end times.
If ID / HID are yellow = user has uploaded the document, but WEO not yet entered its end date into the system, or the document has expired.
ADDR green = private address is entered. If not, box is red.

The colored boxes of personal data are visible only until the end of the experiment time.

Note: Home Institute Declaration and Guest Agreement should be done for a longer period if more stays are expected in the future (max. 5 years).

Change Experimentalist's time of stay

If they do not want to change the time, the Experimentalists need not do anything.
They can adapt the time of stay as long as the entered interval is not over yet. For this, they click on the duration: -> 02 Feb 2024 – 04 Feb 2024, enter the new interval and click -> submit time of stay.
This can be done once only by the Experimentalist!

If a second or more changes need to be done, the Welcome Office is to be informed and can change it (mail to gate-user-office (at) gsi.de). (They need to know changes of the stay and possibly adapt the guest agreement.)

Also GATE Admin could change the date (mail to gate-help (at) gsi.de) (only in agreement with Welcome Office): Open the proposal, go to the tap “Execution”, open the link of the Experimentalist’s name and enter the modified date.

"Next Steps" for Experimentalist

Information for users/guests on next steps is given under 'What happens next' on the Welcome Office's page www.gsi.de/welcome/registration:

• Approval by LCP (local contact person) (possibly adaptation of time of stay)
• Approval by Welcome Office (WEO) (incl. export control)
• Experimentalist gets Email on:
  • prefilled guest agreement to be completed
  • GSI Weblogin
  • Data protection
  • Link to Safety Instructions
• Experimentalist signs and uploads guest agreement, incl. attachments
• WEO informs Experimentalist and LCP when things are complete and access card is ready.

Info on Safety Procedure for User is included on webpage www.gsi.de/welcome/registration under “What happens next” (link to Entrance requirements to GSI controlled areas): On medical examination, safety and radiation protection instructions, dosimeter, etc.; e.g.:

• valid certificate of a medical radiation protection examination not older than 12 months
• Completed general safety training and general radiation protection training (register in INSTRUCT with GSI Weblogin: https://www-sist.gsi.de). During the registration process, the name of the LCP must be entered as so-called Line Manager. Only then is it possible for the LCP to assign all necessary safety instructions to the experimentalist; further safety instructions might be necessary.
• In addition, an oral on-site instruction at the workplace is required.
• An official personal dosimeter for work in the controlled area. If possible, users should bring their own official dosimeter from their home institute. They will then receive a second electronic, direct-reading dosimeter at GSI. If it is not possible to bring an official dosimeter, an official GSI dosimeter can be issued to the user in consultation with Safety & Radiation Protection/Personal Dosimetry. This must be applied for in good time at http://www.gsi.de/request.