-- KarinFuessel - 2025-03-11

Responsible Experimentalist: Preparation of Experiment Time

1. Safety Confirmation
2. Nominate Experimental Team
3. Changes of a closed Experiment Team
4. Remote or staff-assisted experiments

After the Beamtime Coordinator scheduled the experiment the Responsible Experimentalist receives in the initiated Scheduling Note and in the automatic mail Prepare beamtime reminder (Subject: Please complete actions in: Preparing experiment time) the info, that he has tasks to do in GATE under: -> Preparing experiment time / -> As responsible experimentalist.

For GATE-Admin: Mail „Prepare beamtime reminder“ is sent automatically 1x for each execution date to Proposer/Resp. Exp., x days before execution. This interval is set in the Facility settings (-> Proposal Admin, -> Proposal form definition, chose facility group (G, M, P, B), chose facility (SIS18, ESR, etc.), -> Edit facility, under “Execution”, “Remind of missing prepare experiment time: 28 days before execution”. Interval not changeable by GATE-Admin, only by IT.

1. Safety Confirmation

Here the Responsible Experimentalist confirms that no safety-relevant modifications have occurred since the proposal was submitted. If there were relevant changes and he clicks “Yes”, a short explanation is to be entered. In this case, an infomail is sent to „General Safety“ (an alle Safety Groups, richtig?), who will have a look and if necessary forward the information in-house. It needs to be approved by the safety group. Noch einzustellen? Frequenz der Mails an die Safety groups, wenn der Resp. Exp. hier eine Änderung anzeigt.

2. Nominate Experimental Team

Why: Once Expermental Team is nominated and fixed, the User Office (WEO) sees those persons and knows who will come (also persons with authorization Facility Office can see them). In processes at WEO a Local Contact Person (LCP) is allocated to each external user (Zuordnung Link Scientist -> LCP: automatisch sowie von WEO), and WEO triggers and prepares other things needed to obtain access to the campus.

Preconditions: Nomination to be done before start of Experiment Time, i.e. not after the execution time of the experiment has started (see below „Adding Experimentalists after Start of Execution Time“). Experimentalists need to be registered in GATE (and visible to other's searches).

In -> Preparing experiment time, -> As responsible experimentalist, and there via the button „Add experimentalists“ the Responsible Experimentalist adds the experiment's participants coming on site (internals and externals) (!). He can chose among the users registered in GATE, not restricted to Co-Proposers of the proposal. The Responsible Experimentalists need to add themselves, too, if they participate on site!

Responsible Experimentalist enters the time of the persons' visit on campus, which probably is longer than the planned execution time of the experiment. Adding Experimentalists can be continued any time later, but well before start of Experiment Time.

As soon as he/she clicks „finish registration“, he/she cannot modify anymore participants and times. Therefore, this nomination should be finished only at the end. However, it should not be very late either, since only then information is sent to the User Office (WEO) and processes are started to obtain access to the campus. Also the mail to the Experimentalists will be sent only after finishing this nomination (Email template „Experimentalist appointment“); it contains information on what the Experimentalist needs to do. As soon as the Experiment Time starts the Responsible Experimentalist cannot change entries here anymore.

For doing Changes in the closed (fixed) Experiment Team (see below Changes of a closed Experiment Team) the User Office (= WEO) can open the team, so that the Responsible Experimentalist can edit it again.

Once the team is closed (fixed) by -> finish registration, the Responsible Experimentalist sees in GATE the list of Experimentalists of a proposal's execution time, whether he/she requested Funding for them, their date of stay on-site, and whether their data in GATE are complete or what is still missing (red/yellow/green squares) - see screenshot below.

• ID (identity document) and HID (Home Institute Declaration) green = uploaded by user, WEO will or did already check and enter document end times into the system.
• If ID/HID are yellow = user has uploaded the document, but WEO not yet entered its end date, or the document has expired.
• ADDR green = private address is entered. If not, boxes are red.
• If ACCESS is yellow = processes in WEO are still ongoing and access to campus is not yet granted until it is green.

Are (several) Experimentalists to be copied from one into other experiments, this can be done by the GATE Admin only (+ PAC Scientific Secretaries?), not (yet) by the Responsible Experimentalist. For details see "Multiple Experimentalists to be entered”.

Adding Experimentalists after start of Execution Time

If Experimentalists are to be added after start of execution time, this can only be done by PAC-Secretary (or GATE-Admin):

• Open the proposal and in tap Execution close the team if it is not fixed yet: -> Fix team (responsible experimentalist cannot…)

• Then add experimentalist via -> add.

• Fix the team again (closing the team).
• Important (!): Nor the mail to Experimentalists, nor processes of WEO will be triggered automatically, since start of execution date has already passed: Inform Welcome Office (GATE-User-Office@gsi.de), that new Experimentalist(s) has been added and WEO needs to attribute an LCP in -> Experiment time, -> Guest Overview. This will then send a mail to the LCP and start next steps for this visit.

If WEO attributes a LCP manually to an Experimentalist before the experiment time has started this does not interfere with the automatic trigger that upon closing the team checks for attributing a LCP. Automatic process sees, that a LCP has been attributed and in this case does not do anything.

3. Changes of a closed Experiment Team

If changes in the composition of the Experimental Team need to be entered, the Responsible Experimentalist needs to do a Change Request (see Change Request on Experimental Team). Then, WEO opens the team, Responsible Experimentalists makes adjustments and closes the team again. (This can also be done by GATE-Admin and also by PAC-Secretary?!).)

4. Remote or staff-assisted experiments

If persons cannot come on-site for the experiment but participate remotely, the Beamtime Coordinator, PAC-Secretary or GATE-Admin can enter remote or staff-assisted users.

When? To be done, when scheduling: not by Reponsible Experimentalist

Why? To include those remote users as well in the user statistics.

If the experiment is performed remotely by the external experiment team, i.e. they do not come on site, staff-assisted (experiment team not on site, but local personnel does major tasks in the experiment execution), or most probably in a hybrid way (part of external users are on-site, but measurement is done by themselves remotely), the respective Experiment Time and individual users can be labelled accordingly in GATE.

For details and instructions see Experiment als Staff Assisted oder Remote Execution (GATEExpStaffAssistedRemoteExec).