-- KarinFuessel - 2025-03-11

Responsible Experimentalist: Preparation of Experiment Time

1. Safety Confirmation
2. Nominate Experimental Team

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

For detailed explanations on nominating the Experiment Team see Experiment Team Nomination_Resp. Exp.!

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. Therefore, this needs ot be done well before start of the experiment time (beamtime).

(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.)
Note: 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.

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.

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.